Department: Fac Svcs-Fac Svcs Support Svcs (127902)
College/Division: Administration and Finance
Salary Range: CSU Salary Range: $2,846 - $4,998 per month (Anticipated Hiring Range $2,846 - $3,500 per month)
The Facilities Management and Development (FMD) organization is a unit within the Administration and Finance division and is responsible for the management and development of facilities on the university campus. The Customer Service Coordinators and Assistants work within the Customer and Business Services (CBS) Department of FMD which aims to achieve customer satisfaction and employee excellence by providing administrative and support services for the University and FMD community through responsiveness, collaboration, communication, professionalism, high quality service and integrity. The CBS Department acts as the customer interface for FMD and is responsible for employee services, financial services, information services, and warehouse services. The Facilities Management organization consists of five critical and interdependent campus support departments comprising a total of over 250 staff: Facilities Customer and Business Service; Facilities Operations; Energy, Utilities, and Sustainability; Facilities Planning and Capital Projects and Environmental Health and Safety. The Help Center team is responsible for a variety of administrative tasks to support the FMD organization. Each member of the team assumes primary responsibility for a selection of these and ensures they are provided with excellent internal (and external) customer service.
Under the general direction of the Customer Service Specialist, the Customer Service Coordinator operates independently providing a full scope of administrative and work control support for the campus community and the Facilities Management and Development (FMD) organization. Utilizing excellent customer service skills this position serves as a member of the Facilities Help Center team and is responsible to answer multiple phone lines for the FMD Help Center, FMD Reception, and the main campus Lost & Found. These tasks include, but are not limited: to; timekeeping and payroll, travel, purchase requisitions, pro-card reconciliation, reimbursements (meals, mileage, cell phones), labor (data) entry, program support for FMD committees, food safety, events, driver safety, and process improvement, notifications, email list management, signage development, Campus Lost & Found, FMD reception, GasBoy and fleet mileage reporting, conference room management, ordering supplies, telephone coordination, and FMD wiki maintenance.
NOTE: To view the full position description including all the Required Qualifications click here
Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. Check our benefits website for additional information.
Minimum Qualifications (Staff Only):
Education and Experience:
High school diploma or its equivalent. Type 45 wpm. Four years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Licenses, Certificates, Degrees, Credentials:
Thorough knowledge of office systems and experience to be fully functional in all technical aspects of work assignments.
Thorough knowledge of standard office equipment (computers, copiers, faxes, phones) and proficiency with a variety of computer applications, including word-processing, spreadsheets, databases, on-line systems, Internet, as well as on-line calendaring and email.
Thorough knowledge of English grammar, punctuation, and spelling.
Demonstrated core knowledge and familiarity with unique qualities and needs for assigned campus departments and buildings.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Demonstrated customer service requiring a very high level of diplomacy and professionalism.
Ability to schedule, organize, and coordinate meetings and events.
Ability to respond to a broad range of inquiries relating to the University and Facilities Planning & Capital Projects.
Ability to compose correspondence and standard reports and effectively present the information.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines and frequent interruptions.
Ability to independently proofread reports, correspondence, and other written material.
Demonstrated experience in providing meticulous follow-through for assignments and performing duties with accuracy and attention to detail.
Demonstrated ability to maintain a high degree of confidentiality. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Ability to independently apply and communicate a wide variety of policies and procedures where specific guidelines may not exist.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Ability to learn other systems as technology and software changes and as new programs are implemented.
Ability to perform standard business math, track financial data, and make simple projections.
Ability to troubleshoot basic technology issues and problems.
Working knowledge of or the ability to quickly learn University infrastructure, policies and procedures.
Ability to train others on office/department applications and procedures and software/data systems.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Expertise in using standard office software programs with an emphasis on Word, Excel, Adobe Acrobat, and complex automated financial and facilities management database systems, such as PeopleSoft Financials and FAMIS, including extensive query and reporting capabilities.
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
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 July 21, 2017 as a condition of employment.
Must be able to successfully pass a pre-employment background and fingerprint check.
Works with frequent interruptions.
Works with confidential information.
Prolonged sitting for up to 6 hours and extensive keyboarding.
This position classification has been defined as 'Non Exempt' and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and well-being, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
About Us Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approach to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international an...d multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.