Service and Project Support Coordinator (Administrative Support Coordinator II), FM - Admin

CSU Careers • San Bernardino, CA

5h

About The Position

Under the general direction of the Executive Director, Facilities Planning, Design & Construction, with primary responsibility to the Manager of Capital Outlay Administration, the Service & Project Support Coordinator performs work assignments that typically include Coordination of Administrative, Clerical, Customer Service, and project support functions in support of Facilities Planning and Management operations.

Requirements

• High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Comprehensive, detailed knowledge of university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to independently interpret and apply policies and procedures, exercising judgment and discretion when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area.
• Ability to understand issues from a broader perspective and anticipate how administrative problems and solutions affect other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections that require inference.
• Ability to effectively write and present reports.
• Ability to manage interpersonal interactions effectively at all levels, including highly sensitive situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Nice To Haves

• Experience in utilizing resource, asset, and maintenance management database software systems such as PeopleSoft, SimpleK, and TMA.
• Experience with work order management and CMMS (Computerized Maintenance Management Systems).
• Experience with public works processes and requirements.
• Experience using multiple methods of communication, including RF (radio) and electronic mobile communication devices.
• Ability to independently manage multiple work unit priorities and projects.
• Ability to effectively handle a broad range of interpersonal contacts, including higher-level and sensitive interactions.
• Experience working within a diverse community.
• Demonstrates professional, respectful, and inclusive conduct in all workplace interactions.

Responsibilities

• Customer Service / Dispatcher Coordinate administrative and operational objectives of Facilities Service Center on behalf of the Facilities Planning and Management Department and the campus community.
• Receive, process, and track customer service requests and/or work order requests received in person, by written/typed form, by telephone, via fax, via Web page or via email.
• Acknowledge, research and clarify customer service requests; inquire and determine the scope and degree of urgency of emergency service requests and emergency work requests; notify unit, shop and/or crew personnel and supervisors of any emergency requests.
• Schedule requests for building shutdowns and customer notification.
• Dispatch calls to trades staff, track outgoing and incoming calls; ensure all calls have been dispatched and responded to each day.
• Work independently; make sound decisions and recommendations in regard to Facilities Service Center activities.
• Provide support for the Lock Shop's key control system/ distribution, input data from work orders, tracking cards and key cards for issuance of building access/keys.
• Issue keys to customers when released for issue by Lock Shop, tracking date issued.
• Establish and maintain effective working relationships with staff, faculty and student assistants.
• Computerized Maintenance Management System (CMMS) and other Data Bases Process customer requests, including but not limited to service requests, work orders, projects, preventive maintenance and non-maintenance; make required entries on the CMMS database.
• Review data keyed by Supervisor, Leads, and Staff to ensure accuracy and consistency in the CMMS database.
• Maintain and update status of work orders on the CMMS database.
• Maintain and update computerized and paper files on building coordinators, emergency response persons and/or entities and other campus points of contact.
• Coordinate with campus customers as required to obtain any additional information needed to fulfill work orders, including clarification on services requested, chargeback account string, location or quantities, schedule and any other information relevant to the work request.
• Administrative and Project Support Provides general administrative support to the FPDC department.
• Provides physical and electronic filing support, including filing and organization of the department’s archive room.
• Provides meeting scheduling and coordination, including setting up virtual meeting rooms and arranging parking permits for visitors.
• Provides general clerical support for the department’s capital projects, including filing, draft correspondence, letters and memos, scheduling meetings, obtain parking passes, and general filing and organization duties.
• Aids FPDC project managers and staff with general project coordination tasks as assigned.
• Research and evaluate data from available departmental files and other sources to provide reporting as needed.
• Reviews operational and procedural problems to develop, recommend, and evaluate proposed solutions.
• Help with special assignments and projects needed.
• Works with the Facilities Service Center Lead on new procedures and identifying processes requiring review or update.
• Assist in auditing time and material tracking to ensure data is accurate.
• Assist Facilities Service Center Lead with other clerical duties as needed, such as updating the monthly call back list.
• Assist facilities supervisors with word processing and formatting of written or dictated notes on all paperwork.
• Welcome on-site visitors, to include contractors, vendors, and campus personnel; determine nature of business, answer questions and direct individuals accordingly.
• Draft letters, documents, memorandum, reports, spreadsheets, charts, forms and other correspondence in support of Facilities Planning & Management.
• Maintain and update Facilities Service Center dispatch telephone lists.
• Other Duties / Responsibilities Serve on department and/or university committees as directed.
• Back-up support for updating employee building access; verify issued and returned keys.
• Assist payroll with pick-up and distribution of pay vouchers.
• Provide logistical support for activities of leadership team: schedule meetings, draft agendas, create meeting minutes, make announcements, and routes mail, notices and flyers to appropriate individuals.
• Perform other classification related duties as assigned.

Benefits

• The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year.
• Eligible employees are also able to participate in the fee waiver education program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED