Sustainability Support Coordinator (Administrative Support Coordinator ll), Facilities Planning and Management

California State University, San Bernardino•San Bernardino, CA

13d•$4,367 - $4,727•Onsite

About The Position

Under general direction, coordinates and performs the administrative support functions for the Office of Sustainability by administering office operations, utility information systems, sustainability events, project coordination, reporting activities, and operational support services. Serves as the primary administrative liaison with campus departments, auxiliary organizations, vendors, and community partners to coordinate administrative processes, maintain records and information systems, and support sustainability initiatives through independent coordination of multiple projects, operational activities, and office priorities in accordance with university policies and procedures.

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 and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Possess a Valid CA Drivers License

Nice To Haves

Three years of experience in general clerical work along with a thorough knowledge of office methods, procedures and practices.
Experience with work order management and CMMS (Computerized Maintenance Management System)
Experience with public works processes and requirements
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
Understanding and working knowledge of various social media platforms and how to best utilize them.
Experience in using multiple methods of communication
Excellent oral and written communication skill; thorough knowledge of English grammar, punctuation, and spelling
Fluency in using standard office software such as the Microsoft Office suite and ability to use a broader range of technology, systems, and databases
Ability to independently handle multiple work unit priorities and projects.
Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist.
Ability to develop practical, thorough and creative solutions while utilizing professional judgment and active problem-solving
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Ability to update department website with relevant content

Responsibilities

Coordinates the collection, organization, and maintenance of utility and sustainability information in support of campus and systemwide reporting requirements.
Maintains utility and sustainability databases and tracking systems to ensure records are complete, current, and accessible.
Compiles information from multiple sources and prepares routine reports, summaries, and supporting documentation.
Coordinates campus-wide reporting activities by gathering information from departments, auxiliaries, vendors, and service providers.
Identifies data entry errors, missing information, and reporting discrepancies and coordinates corrective actions with appropriate stakeholders.
Supports utility billing and chargeback processes through routine data entry, documentation, reconciliation, tracking, and recordkeeping.
Serves as a liaison with campus departments and utility providers regarding service requests, account maintenance, and operational inquiries.
Maintains sustainability websites, dashboards, and informational resources by updating content and ensuring accessibility compliance.
Coordinates sustainability-related service requests and maintains related records and documentation.
Apply established policies and procedures to support efficient office and program operations.
Coordinates and implements campus-wide sustainability events and outreach initiatives, ensuring alignment with institutional goals and campus priorities.
Coordinates event logistics and operations across departments and external partners, including scheduling, space, vendors, and compliance with campus policies.
Coordinates event promotion and outreach, including digital communications and marketing materials, in collaboration with campus stakeholders.
Serves as a central point of coordination for event activities, facilitating communication among campus units, student groups, vendors, and community partners to ensure timely execution and issue resolution.
Coordinates sustainability-related operational services for events, including waste diversion; tracks service delivery, and ensures accurate cost recovery.
Collects participant feedback and prepares summaries for management review.
Coordinates post-event follow-up activities, documentation, and record retention.
Assists with identifying opportunities to improve event logistics, communication, and participant engagement.
Coordinates sustainability programs, initiatives, and operational projects in support of campus priorities.
Assists with project scheduling, communication, documentation, and coordination among stakeholders.
Maintains project records, files, and supporting documentation.
Prepares and distributes reports, correspondence, and program materials, including routine summaries and visual presentations of information.
Coordinates operational functions of the Office of Sustainability, including scheduling, workflow tracking, documentation, and standard operating procedures.
Serves as a point of contact for sustainability-related inquiries, facilitating communication and coordination among campus departments, vendors, and community members.
Coordinates meetings, prepares agendas, records meeting notes, and follows up on action items.
Assists with project activities, including logistics, documentation, and follow-up on action items.
Coordinates service requests, work orders, project tracking, and chargeback processes within campus systems (e.g., CMMS), ensuring accuracy and completion.
Provides coordination and guidance to student assistants or project participants, and completes special projects involving cross-functional coordination, data analysis, and process improvements.
Process chargeback requests
Serve on department and/or university committees as directed
Provides coordination and guidance to student assistants or project participants and completes special projects involving cross-functional coordination, data compilation, reporting support, and process improvement activities
Perform other classification-related duties as assigned