Administrative Support Coordinator II - Facilities Administrative Services

CALIFORNIA STATE UNIVERSITY

Pomona, CA

Apply

JOB DETAILS

SALARY

$4,367–$4,543

SKILLS

Accounting, Accounts Payable, Administrative Skills, Administrator Documentation, Adobe Photoshop, Analysis Skills, Automotive Repair and Maintenance, Background Investigation, Best Practices, Billing, Billing Records, Blueprints, Budgeting, Business Development, Business Operations, Business Practices, Business Processes, Business Skills, Capital Analysis, Capital Project, Card Processing, Carpentry, Change Requests/Orders, Communication Skills, Conference Management, Construction, Construction Document Set, Construction Inspection, Contract Management, Custodial Services, Data Analysis, Data Collection, Data Entry, Data Processing, Desktop PC, Digital Signatures, Documentation, Driver's License, Ecosystems, Energy & Utilities, Energy Management, English Language, Establish Priorities, Expense Tracking, External Audit, Facilities Management, Facilities Planning, Fax Machines, Federal Contracts, File Maintenance, Filing System Design, Financial Administration, Financial Control, Financial Services, Financial Transactions, Fire Safety, General Ledger Accounting, Graphics Software, High School Diploma, Higher Education, Identify Issues, Internal Audit, Interpersonal Skills, Landscaping, Legal Documents, Mail Processing, Maintain Compliance, Maintenance - Electrical, Maintenance - Plumbing, Maintenance Services, Mathematics, Meeting Minutes, Microsoft Product Family, Microsoft SharePoint, Negotiation Skills, Network Systems, Onboarding, Operational Audit, Operations Processes, Order Supplies, Organizational Skills, Peoplesoft, Persuasion Skills, Prepare Correspondence, Presentation/Verbal Skills, Process Analysis, Process Development, Process Improvement, Procurement Management, Project Evaluation, Project/Program Coordination, Project/Program Management, Proofreading, Public Works, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Recycling, Regulations, Regulatory Compliance, Reimbursement, Request for Information (RFI), Risk Analysis, Risk Management, Roadway Construction, Security Monitoring, Strategic Planning, Tableau, Team Lead/Manager, Team Player, Telephone Skills, Time Management, Training/Teaching, Transaction Processing/Management, Travel Policy, University/School Policies, Writing Skills

LOCATION

Pomona, CA

POSTED

Today

Type of Appointment: Full-Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,367 -$4,543 per month

Work Schedule: Monday - Friday 8:00 AM -5:00 PM

THE DEPARTMENT:

Facilities Planning and Management (FP&M) serves as the lead organization for planning, developing, and maintaining the campus's natural and built environments in support of the university's mission. The department seeks to preserve and enhance CPP's history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, roads, infrastructure, landscaping, and other physical improvements. As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs, and functional requirements. FPM is comprised of approximately 160 facilities professionals (FTE) that also provide maintenance services, including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet andauto services. The department workforce encompasses a wide range of professional disciplines and backgrounds, including architects, engineers, accountants, planners, project managers, administrative professionals, and skilled tradespeople in carpentry, plumbing, electrical, landscaping, and custodial services. Many staff members have continued their educational advancement, including graduates of Cal Poly Pomona.

DUTIES AND RESPONSIBILITIES:

Administrative Support for Facilities Planning & Management: General Support and coordinate daily office activities, including preparing correspondence, processing and compiling data, and creating specialized documents such as operational directives, annual reports, technical studies, and other project-related materials. Ensure that reference materials (e.g., Executive Orders, Management Memoranda) are maintained and updated to provide current information as needed. Prepare meeting materials, agendas, and relevant documents, collaborating with staff to ensure smooth and timely preparation. Attend relevant department meetings as required to stay informed and aligned with team objectives. Take meeting minutes, promptly distribute agendas and minutes, and track follow-up actions. Proofread all documents for accuracy, completeness, and compliance with departmental policies, ensuring correct grammar, punctuation, and formatting. Assist with scheduling meetings and events, including reserving conference rooms and IT/AV equipment. Manage incoming mail and packages, including blueprints and official documents for the State Fire Marshal's Office, securely; sign for packages; and ensure proper pickup from the mail room. Handle faxing, answering phones, and routing documents for digital signatures. Also, order office supplies and project materials as needed. Perform onboarding tasks for new employees, offboarding tasks for separating employees, and provide training for students and other administrative staff on office procedures and desktop duties. Manage and update department and campus phone directories. Request and monitor security card access for the department. Assist with coordinating vendor access as necessary. Ensure adherence to campus travel policies by processing all related paperwork, including travel authorizations, reimbursement requests, and Concur approvals. Manage and reconcile travel P-Card reports and conference registrations to maintain accurate financial records and ensure compliance with campus requirements. Back up other departmental administrative support as needed. Design & Construction: Provide daily administrative support for project contract management, including processing and coordinating project documents such as Requisitions (State, Foundation, JOC), Contracts, Service Agreements, Requests for Information (RFIs), Change Orders, Payment Applications, Invoices, and other related documents. Ensure all documents are accurately initiated, routed for approvals, and transmitted to appropriate parties in a timely manner, maintaining compliance with CSU policies and procedures. Prioritize and track tasks set by Project Managers, resolving time-sensitive matters efficiently. Assist Project Managers and Project Coordinators/Supervisors by maintaining project files, inputting data into TMA records, preparing project requisitions, and converting them to purchase orders. Support the generation of project reports and maintain a professional reference library for code compliance. Collaborate with Facilities Financial Services to reconcile TMA transactions with the general ledger. Manage procurement-related documentation, including tracking purchase requisitions, invoices, and purchase orders. Ensure procurement documents comply with internal and external audit requirements, and forward all paperwork to the appropriate approving official. Liaise with Procurement Services to resolve discrepancies and ensure the timely submission of purchase orders. Process State Fire Marshal invoices and legal documents, such as Notice of Completion and related filings. Track contractor payments and handle various contractor-related documents, including JOC payment applications, field instructions, ESA letters, and change orders. Coordinate the creation of TMA work orders and requisitions for capital projects. Analyze and process project invoices for payment, including multi-line and blanket purchase orders. Work closely with Facilities Financial Services and Project Managers to validate, reconcile, and ensure timely payment to vendors and proper financial transactions. Oversee and document daily department vehicle usage, including maintenance tracking and the preparation of monthly reports. Assist with archiving and transmitting departmental files for storage. Provide support to Project Managers, Project Coordinators/Supervisors, and other stakeholders in the Design and Construction department, including Building Inspectors, the Planning department, and FPM Management. Perform other related duties as assigned.
Fiscal Administration: Prepare and process requisitions, service agreements, public works contracts, purchase orders, accounts payable invoices, reimbursement requests, P-Card, and travel card reconciliations. Ensure documentation of expenditures and receipts is accurately posted to the appropriate work order and general ledger financial accounts, is timely, and is in compliance with CSU directives, policies, and procedures. Provides assistance to staff on a variety of procurement and billing processes; assists management with fiscal control of the department budgets, and may be asked to help research budget discrepancies. Examines purchase orders and chartfield strings for available balances in Tableau; attaches screenshots as backup for requisitions and invoices; assigns and codes proper chartfield strings on requisitions and billing documents. Process Facilities Planning & Management credit card transactions, ensuring purchases comply with university guidelines. Assign and code proper financial accounts on billing documents and card reconciliations. Ensure documentation of expenditures and receipts is accurately posted to the appropriate work order and general ledger financial accounts, is timely, and is in compliance with CSU directives, policies, and procedures. Ensure paperwork is forwarded to the appropriate approving official and submitted to Procurement Services and/or University Accounting Services by the due date.
Quality and Process: Improvement Exercise independent judgment in interpreting campus policies, rules, procedures, and regulations, escalating issues that require management attention. Document and collaborate on initiatives to enhance and streamline administrative processes that align with the campus strategic plan, boosting efficiency. Engage in cross-training with other administrative staff to ensure workload balance and timely completion of both routine and ad-hoc administrative projects. Contribute to the development of best business practices and processes for the department. Maintain an organized, efficient filing system for Design & Construction files, including legal project documents, using Microsoft Teams, SharePoint, OneDrive, and shared drives. Ensure the proper execution of construction documents in accordance with CSU and State University Administrative Manual (SUAM) guidelines and departmental standards. Generate periodic construction reports, maintain the department's code compliance and professional reference library, and recommend process improvements for greater efficiency.

QUALIFICATIONS:

High School Diploma/GED - High School diploma or its equivalent
Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; 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.

PREFERRED QUALIFICATIONS:

Five years (progressively responsible administrative, technical, or professional analytical experience in a facilities-related office or institutional environment.
Knowledge of CSU policies and procedures and working knowledge of PeopleSoft, Adobe Photoshop and other graphic software.
Ability to work collaboratively and professionally with colleagues, stakeholders, and campus constituents across all levels of the organization.
Demonstrated team-building skills and ability to communicate effectively through written, verbal, and graphic means.
Knowledge of current federal, state, and local environmental acts, policies and standards.
Incumbent must demonstrate excellent written, oral and presentation skills; exhibit a team player attitude; knowledge of standard PC office applications.
Bachelor's degree

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website .The CSU Salary Schedule is located on the CSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $4,367 and maximum $6,362 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.

Advertised: May 15 2026 Pacific Daylight Time
Applications close: May 29 2026 Pacific Daylight Time

About the Company

CALIFORNIA STATE UNIVERSITY

Resume Resources

Free Resume Templates Free Resume Builder