Job No: 532452; 09/28/2023 – Revised
Administrative Support Coordinator
Administrative Support Coordinator IFacilities Services
Salary Range : $3,505 – $5,508/Monthly (Anticipated hiring salary range is $3,505 – $3,672/Monthly)
Work Schedule : Full-Time, Monday – Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.
Essential Functions : Under the supervision of the Director, Facilities Services incumbent processes and tracks purchase requisitions, invoices and other documents related to procurement of materials, equipment, supplies, and service contracts for the Trades. The incumbent will be a liaison between Facilities Services and Procurement attending meetings as requested, taking detailed notes, tracking dates and action items, organizing project details, following up on action items, reporting as needed and coordination of related tasks and communication between Facilities Services and other departments. Assists with the preparation of RFPs and annual contracts with vendors. Keeps the Director appraised of all important pending issues and provides background reference material as applicable. Additionally, the incumbent will compose correspondence on a wide range of subjects requiring knowledge and familiarity with the policies and procedures of the CSU and CSULA campus. Provides administrative support to the Director of Facilities Services. Responsible for providing administrative support to the Director of Facilities Services by gathering and analyzing TMA reports and data, performing research and analyses, establishing timelines and guidelines. Examines documents for completeness, accuracy, and conformance with established policies and procedures. The incumbent utilized computerized accounting systems, PeopleSoft, TMA, Excel spreadsheet and work processing to perform monthly reconciliations, purchase requisition financial analysis, prepares purchase orders financial reporting, and maintains records in an organized way for easy retrieval. Maintains a purchase requisition and purchase order tracking system for the Director of Facilities Services.
Required Qualifications & Experience : Equivalent to a bachelor’s degree from an accredited college or university with a major in accounting, business administration, finance or a closely related field; or a combination of education and experience which provides the required knowledge and abilities of facilities operations. Must be computer literate and familiar with MS Suite ( e.g., Word, Outlook, and PowerPoint). Must have high proficiency using MS Excel. The ability to coordinate multiple tasks simultaneously in a fast-paced environment, detailed, organized, and the ability to prioritize workload. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.
California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Desired Qualifications : Two years of experience using PeopleSoft Financials, Data Warehouse or Tableau; two years of experience using a Computerized Maintenance Management System (CMMS) like TMA; and thorough knowledge of Facilities Services or Facilities Management and operation requirements is preferred.
Closing Date : Review of applications will begin on 10/12/2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.
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.
In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.
Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.
To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678
Advertised: Sep 28, 2023 (9:00 AM) Pacific Daylight Time
Applications close: