Housing Ops Professional II

Cal Poly Pomona•Pomona, CA

4d•$4,617 - $4,804•Onsite

About The Position

This position is within the Division of Student Affairs, University Housing Services (UHS), responsible for delivering a comprehensive student housing experience. UHS manages residential life, business operations, facilities management, conference services, and information systems. The department has an annual operating budget of approximately $30 million, makes $2 million in annual capital improvements, and houses over 2,800+ students. It employs 50 full-time professional staff and approximately 200 student staff.

Requirements

Bachelor's Degree - in related field.
DL NUMBER - Driver License, Valid and in State
Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted for the required education on a year-for-year basis.
Working skills and knowledge of housing operations including housing operations systems, policies, procedures, laws and regulations, and best practices.
Working knowledge of student organizations, collegiate policies, and communications.
Strong organizational skills to plan, organize, and prioritize multiple projects and large operations.
Strong analytical skills to assess operational efficiency and support budget management.
Ability to provide lead work direction and training to students and housing support staff.
Strong communication and interpersonal skills to work effectively in a diverse environment and effectively gain buy-in from students and parents.
Proficiency in using housing operations software and/or related equipment.

Nice To Haves

Experience supporting housing, facilities, residential, or similar operational functions.
Experience coordinating work orders, service requests, or facilities-related operations.
Experience with purchasing, accounts payable, budget tracking, and financial recordkeeping.
Experience with key, card-access, or inventory management systems.
Experience providing lead work direction or training to student employees or other support staff.
Experience using housing operations systems such as StarRez or similar systems.
Strong organizational, analytical, written, verbal, and customer service skills.
Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.

Responsibilities

Provide customer service to students, families, visitors, and staff related to UHS inquiries (including emails, phone calls, voice messages, and office visits).
Follow up and communicate all outstanding work order issues with residents and staff.
Receive all facilities-related packages and deliveries.
Manage and process all work order requests, communicate all issues with Leads.
Build and track work order reports and dashboards in the online system (StarRez).
Prepare, coordinate, and send all facilities-related notices to resident(s) and staff.
Respond to student, parent/family, and staff concerns.
Contact and schedule all vendors to perform work on campus as needed.
Complete monthly and requested StarRez reports and follow up on outstanding issues.
Prepare all purchasing requests; monitor purchase orders, and facilities account payables and expenditures.
Prepare PO amendments, emergency requests, and justifications.
Process all invoices and respond to vendor inquiries.
Maintain an accurate electronic filing system (computer) and backup filing system (budget forms, vouchers, requisitions, purchase orders, invoices, etc.).
Process all requests to CPP Facilities Planning & Management and management reports.
Work in close partnership with the Director in preparing the facilities budget, blanket purchase orders, and capital projects.
Research previous spending trends and make projections for next fiscal year with the Director.
Generate facilities financial reports and blanket PO balances.
Manage key inventory for UHS facilities, including audits, reconciliations, lockset changes, student exchanges, charge tracking, and semester transitions; coordinate with Facilities & IT to ensure accuracy, security, and reduce lost keys.
Facilitate the key card process (Onity, Persona) related to door access, expirations, and replacements; encode/deactivate cards, update door access via mobile unit, and process semester uploads.
Coordinate with Facilities & IT related to door access issues and key replacements.
Provide training and guidance to professional and student staff on key-related processes.
Provide oversight of the service desk and package room.
Coordinate all vendor visits, check out keys, and parking permits.
Develop and maintain comprehensive filing systems, databases, and policies and procedures manuals, with online and paper backups.
Lead, train and assign work to student assistants including information dissemination and tasks/duties related to service desk and package room.
Make travel arrangements, plan itineraries, and prepare reports.
Oversee day-to-day administrative office operations and provide management support to Leads and facilities staff and student assistants.
Update and maintain the emergency preparedness binder and files.
Collect, track, and process staff Absence Requests (vacation, sick, CTO), FMLA, overtime, and docks for all pay periods with the Director.
Attend staff payroll and timekeeping trainings.
Retains documents (physically and electronically) related to timekeeping and payroll.
Collect, track, and verify Student Assistant Time Sheets for each pay period.
Post human resources notices and information for staff to see.
Assist in creating student assistant work schedules for the satellite office - service desk and package room.

Benefits

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers.
As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
This position is part of the CSUEU bargaining unit 9.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy.
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing.
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
We provide reasonable accommodations to applicants and employees with disabilities.
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.
Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.