Facilities Services Coordinator

Key Responsibilities

• Coordinates distribution of supplies and equipment to residence halls and apartment complexes including trash and recycling containers, power strips, plungers, and other essential items.
• Maintains inventory of first aid supplies for facilities staff, residence offices, and for UHS staff; restocks as needed.

Restocks and orders new supplies each year as needed.

Creates and maintains records and organizes storage areas in each building, in storage pods, and parking garage to ensure all space are being utilized correctly.

Works with supervisors to keep the areas clear and organized. Keeps records of department's equipment and their location.

Maintains the pickup, storage, and removal of abandonment items. Coordinates appointments with students to pick up their items.

Bags and inventories items to be donated on a monthly basis.

• Process and assigns work orders based on task to Laborers and oversees the completion.
• Develop preventive maintenance program for Laborers and adjust accordingly based on staffing.
• Maintains records of all safety equipment provided to facilities staff for Housing
• Primary data base administrator for Housing's Total Management Assets (TMA) work order system. Performs day-to-day administration, creates and closes work orders, trouble shoots problems or creates specialized reports, solves problems, maintains data to meet our departmental needs.

Develops procedures and account access to individuals. Responsible for analysis, implementation, and creation of various administrative systems within the TMA program to support organizational needs.

Daily processing of work order requests. Reviews incoming requests to ensure that all urgent needs are completed in a timely manner.

Collects service requests three to five times daily. Responds to inquiries or complaints about the status of their work order.

Distributes work orders to appropriate members of the facilities team. Research status on outstanding work orders for Associate Director for Facilities Operations.

• Preparing, processing, and researching purchase requisitions.
• Verifies, processes, and researches all invoices to be paid.
• Responsible for the selection, training, and supervision of purchasing student assistant.
• Responsible for submitting payment requests and staff reimbursements.
• Responsible for assisting UHS Accountant to reconcile all expense accounts against the CSU Data Warehouse reports which includes monitoring, reporting, researching and troubleshooting discrepancies.
• Maintains dept. expense database which includes record keeping of all requisitions, making recommendations to the Database Administrator on adjustment to the expense database in relation to forms, reports, and tables where needed in order to accurately assist in reconciling with the University expenses.

Knowledge, Skills & Abilities

• Thorough knowledge of methods, procedures and practices, English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Working knowledge of software applications : word processing, spreadsheet (Excel), database management (Access).
• Ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity under general supervision.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Ability to train on new skills and procedures and provide work lead direction.
• Ability to work flexible hours and weekends as needed.
• Demonstrated knowledge of computer applications : MS Word, Excel, Access, PowerPoint, Internet tools.
• Ability to learn and use People Soft software application, StarRez, the internal housing database system and TMA, Total Management Asset system.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Thorough knowledge of office systems, and ability to use broader range of technology, systems, and packages.
• Ability to work independently and handle multiple work unit priorities and projects.
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, and complete projects accordingly.
• Ability to coordinate and direct student assistant(s).
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and / or equivalent training.
• Administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

3-5 years administrative experience

Compensation

Classification : Administrative Analyst / Specialist Non-Exempt

Anticipated Hiring Range : $3,694 / month - $4,494 / month

CSU Salary Range : $3,694 / month - $7,131 / month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .