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California State University, San Bernardino

Assistant to the Director (Administrative Support Coordinator I), Facilities Planning and Management
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Position Number: 4014834
Location: San Bernardino, CA
Position Type: Facilities Management

Assistant to the Director (Administrative Support Coordinator I), Facilities Planning and Management
California State University, San Bernardino

Job No: 525549
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Job Summary:

The Assistant to the Director will provide full administrative support at a senior level to the Director of Facilities Management to ensure the smooth management of day-to-day operations, and most effective use of the Director's time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director's absence.

Major duties and responsibilities:

Manage the Director's calendar.
Serve as the liaison for the Director of Facilities Management for all Facilities Management staff.
Review and files documents and prepare forms.
Draft correspondence, letters, and memos.
Schedule appointments/meetings.
Arrange for travel, assist with the preparation of travel requests and travel expense claims in Concur.
Provide administrative support for meetings and special events and take meeting minutes as needed.
Coordinates with Environmental Health & Safety to schedule trainings for Facilities Management Staff.
Under general supervision of the Director of Facilities Management, the incumbent performs the full range of secretarial and administrative support functions and coordinates a number of assignments in support of the Facilities Management Department.
Anticipate problems and assess the impact of proposed solutions in various organizational areas.
Provide coverage for the Facilities Services Center when requested, which requires special knowledge of each area of facilities' responsibilities and requires the ability to listen and make accurate decisions for time emergent situations.
Provide all new employees with a welcome packet and familiarize them with the department and area's duties.
Serve as the department liaison for all new facilities staff members ensuring they receive proper equipment, training, PPE, radios, and keys to efficiently and effectively do their job.
Provide assistance to Facilities Planning and Management MPP's.
Serve as liaison between Office of the Chancellor's and Facilities Management Apprentices. Provides administrative assistance with the Apprentice Program.
Support the department in various projects and initiatives as assigned or directed.
Due to the nature of work in Facilities Management, this is an in-person position.
The incumbent coordinates projects of various time frames and complexity with accountability throughout the project cycle and with responsibility for the end results.
Schedules interviews.
Coordinating campus visits.
Provide all new employees with a welcome packet and familiarize them with the department and area's duties.
Provides payroll assistances with organizing payroll forms, PeopleSoft entries and end of the month reconciliation.
This position may respond to customer concerns and complaints and acts on behalf of the Director to address customer service issues. The position is also responsible for managing customer service assessments including surveys and other tools to quantify customer satisfaction. In this role the ASC may need to draft campus-wide communications, as well as targeted communications to building occupants providing updates or information regarding Facilities Management work.
Perform other duties as assigned.

Minimum Qualifications: Required Education and Experience

High School diploma or its equivalent AND three (3) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

Fully functional knowledge of and skill in standard office procedures and practices.
Ability to understand and operate in a variety of organizational structures.
Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
Knowledge of business mathematics beyond basic arithmetic.
Ability to use and quickly learn new office support technology systems and software packages.

Preferred Qualifications:

Previous work in Facilities Management or Construction, including understanding computerized maintenance management systems, PeopleSoft, physical access control programs, and other facilities-related software and work order management systems.
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel, and PowerPoint.
Experience with construction and project documentation. Ability to read construction plans and specifications.
Exceptional interpersonal and communication skills to enable professional interaction with a wide range of contacts, both internal and external to the University.
A flexible, proactive approach to work, including the ability to prioritize and re-prioritize. Ability to work on own initiative.

Compensation and Benefits:

Anticipated Hiring Range: $3,505 - $3,600 per month

Classification Salary Range: $3,505 - $5,508 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time, Non-Exempt, Probationary

Schedule: Monday through Friday from 7:30 am to 4:00 pm, weekends and evenings may be required.

The application deadline is Thursday, March 30, 2023.

Conditions of Employment:

Background Check

Satisfactory completion of a background check (including a criminal records check) 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.

I-9

CSUSB 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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

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 Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

To view full description and to apply, visit: https://www.csusb.edu