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POSITION: ADMINISTRATIVE SUPPORT COORDINATOR I
JOB #18/90
Full time position available on or after June 1, 2019 for Facilities Services.
ESSENTIAL DUTIES:
Under the general supervision of the Director of Facilities Planning & Finance, this position will be responsible for performing administrative and technical functions in support of the University's Facilities Services Department. This position will be required to communicate directly with campus personnel, Chancellor's office personnel and the public regarding sensitive issues. Duties include but are not limited to:
Responsible for the work involved in the writing, producing, and distribution of publications, bulletins, pamphlets, circulars, newsletters, project summaries, handbooks, and other informational materials designed to acquaint the campus, system, and general public with the functions, aims, programs, policies, and procedures of the department.
Compile and tabulate statistical and other information to support department publications. Take photographs and slides with digital camera for use in department publications and cable television channel.
Update and publish department PowerPoint presentation for e-board announcements.
Maintain Facilities Services website, and develop and maintain appropriate social media accounts for dissemination of Facilities projects, outages, shutdowns, and status updates as directed.
Greet and assist visitors, answer incoming calls, direct calls and visitors to the appropriate group or individual; take accurate information from callers and relay messages promptly. Answer routine questions respond to customer inquiries regarding Facilities Services policies and procedures and operations.
Receive and input requests for service into the Facilities Administration Maintenance Information System (FAMIS).
Analyze and independently determine if service request is maintenance, non-maintenance, an emergency, and the primary craft involved.
Direct trades via two-way radio on emergency service calls as necessary.
Operate elements of computer operations of FAMIS including, but not limited to, work order cost recovery, administrative reports, preventative maintenance and scheduling, material cards, labor cards.
Utilize job knowledge and maintenance operations experience to independently determine required responses to routine, unique and/or unusual work order requests to dispatch and/or coordinate appropriate maintenance personnel. Receive, process, input, and file key requests and returns.
Review employee termination reports and coordinate return of outstanding keys with departments.
Review faculty/staff separation clearance and sign-off on release when keys are all returned. Follow up on unreturned keys.
Independently coordinate travel arrangements for Facilities Services department and prepare required paperwork; follow up with University Accounts Payable for reimbursements.
Track and reconcile associated travel procurement cards. Assist facilities associates with computer operations for assigned on line training.
Independently track re-certification training dates for asbestos certified personnel and make appropriate arrangements to attend courses.
Independently compose administrative correspondence and write letters and memoranda conforming to applicable campus or CSU policy ensuring that the grammatical, stylistic, typographical presentation and formats are correct and professional.
Independently develop and coordinate, in consultation with the AVP and Director agendas and take minutes for various meetings, including University Facilities Planning Advisory Committee, Construction, and project meetings, etc. Research issues and prepare comprehensive reports, briefings, special program coordination and development, and executive summaries.
Provide administrative support for the AVP, Directors and managers, which may include involvement in highly confidential matters.
Review daily paper mail, calendar, and coordinate meetings and department events. Maintain adequate office supply levels. Order as necessary. Other duties or projects as assigned.
MINIMUM QUALIFICATIONS:
Education: Completion of a high school program, technical/vocational program, or their equivalents.
Experience: Several years of related office work experience.
PREFERRED QUALIFICATIONS:
Equivalent to graduation from a four (4) year accredited college or university with a degree in Business Administration, English, Pubic Administration or other related degrees that will assist in developing proposals, preparation of reports and analysis.
Full time equivalent of one year of administrative work experience involving study analysis, and/or evaluation leading to the development of improvement of administrative policies, procedures, practices, or programs.
Ability to learn, interpret and apply a wide variety of policies and procedures relating to and impacting Facilities Services programs.
Demonstrated ability to work in a large complex department with the ability to prioritize work to consistently meet deadlines while faced with many interruptions and competing/conflicting priorities.
Must possess highly refined written and verbal communication skills with a demonstrated ability and experience to compile, write, and present in final form complex/technical materials, demonstrating accuracy and utilizing effective proofreading and editing skills. Demonstrated writing skills that provide clear and concise information used in the development of reports, correspondences and in the development of capital improvement justifications.
Must possess demonstrated experience and skill writing complex/technical materials comparable to the level required of this position.
Progressive increased knowledge and experience in facilities planning processes and procedures or related field highly preferred.
Demonstrated general knowledge of CSU and University principles and practices and capital planning process, policies and procedures, preferred.
Working knowledge of general practices, programs, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts.
Demonstrated ability to comprehend a variety of reference manuals, policies and procedures. Demonstrated ability to comprehend a variety of reference manuals, policies and procedures. Demonstrated ability to propose creative solutions to complex policy and development-related issues.
Demonstrated ability to make independent decisions and exercise good sound judgment in performing complex assignments.
Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them in the collection and analysis of a factual data and its interpretation and publication. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
Demonstrated effectiveness in promoting collaboration among colleagues in achieving department goals and objectives. Progressive increased knowledge and experience in facilities planning processes and procedures or related field highly preferred.
Directly related experience in facilities planning or capital development operations preferred. Experience in assisting with the development of capital improvement plan preferred.
SPECIALIZED KNOWLEDGE, SKILLS, AND ABILITIES:
Experience to be fully functional in all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects. Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures. Ability to draft and compose correspondence and standard reports.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
SALARY RANGE: $2,846 - $4,998 per month plus excellent paid benefits. (Anticipated salary will be$2,846 - $3,131 per month, depending on the qualifications of the successful finalist.) The California State University offers a premium benefit package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.
APPLICATION DEADLINE: MAY 6, 2019
APPLICATION PROCEDURE: Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees. To be considered, qualified candidates must submit a completed CSUS employment application (download electronic application at https://www.csustan.edu/hr/career-opportunities), cover letter, and resumé to:
California State University, Stanislaus ∙ Human Resources Department
Mary Stuart Rogers Educational Services Gateway Building, Suite 320 (3rd Floor)
One University Circle ∙ Turlock, CA 95382
For questions, please contact: Ms. Julia Reynoso (209) 667-3417
Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.
THE INDIVIDUALS WHO APPEAR TO BE THE BEST QUALIFIED FOR THIS POSITION WILL BE CONTACTED BY TELEPHONE FOR AN INTERVIEW
PURSUANT TO THEJEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CAMPUS CRIME STATISTICS ACT,THE ANNUAL SECURITY REPORT (ASR), IS NOW AVAILABLE FOR VIEWING ATHTTPS://WWW.CSUSTAN.EDU/ANNUAL-CAMPUS-SECURITY-REPORT. THE ASR CONTAINS THE CURRENT SECURITY AND SAFETY-RELATED POLICY STATEMENTS, EMERGENCY PREPAREDNESS AND EVACUATION INFORMATION, CRIME PREVENTION AND SEXUAL ASSAULT PREVENTION INFORMATION, AND DRUG AND ALCOHOL PREVENTION PROGRAMMING. THE ASR ALSO CONTAINS STATISTICS OF CLERY ACT CRIMES FOR STANISLAUS STATE FOR THE PREVIOUS THREE YEARS. A PAPER COPY OF THE ASR IS AVAILABLE UPON REQUEST BY CONTACTING THE OFFICE OF THE CLERY DIRECTOR LOCATED AT ONE UNIVERSITY CIRCLE, TURLOCK, CA 95382, OR BY CALLING 209-667-3572.
THE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE AGAINST PERSONS ON THE BASIS OF RACE, RELIGION, COLOR, ANCESTRY, AGE, DISABILITY, GENETIC INFORMATION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, MARITAL STATUS, MEDICAL CONDITION, NATIONAL ORIGIN, SEX, SEXUAL ORIENTATION, COVERED VETERAN STATUS, OR ANY OTHER PROTECTED STATUS. ALL QUALIFIED INDIVIDUALS ARE ENCOURAGED TO APPLY.CSU STANISLAUS HIRES ONLY INDIVIDUALS LAWFULLY AUTHORIZED TO WORK IN THE UNITED STATES. 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, REVISED 7/21/17, AS A CONDITION OF EMPLOYMENT.
INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
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