Administrative Support Coordinator II

Administrative Support Coordinator II

Job no: 554522
Work type: Staff
Location: Bakersfield
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

CLASSIFICATION TITLE:
Administrative Support Coordinator II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before December 31, 2026. Any continuation beyond December 31, 2026 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $ 4,367 - Step 4 $ 4,634

• However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,367 - $6,362

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under the general supervision of the Facilities Management Services Administration Director (Director), the Administrative Support Coordinator II is the primary customer service representative and administrative support for the Facilities Operations and Maintenance Services departments. The Coordinator coordinates and oversees workflows and data management in the Computerized Maintenance Management System, Service Now, to ensure timely customer service, cost tracking, and overall performance monitoring.

The incumbent monitors event scheduling and coordinates and communicates event information. This position is responsible for maintaining high-quality customer service and supporting well-organized operations in a collaborative and professional manner.

DUTIES & RESPONSIBILITIES:

Computerized Maintenance Management System (CMMS) Administration

• Provides daily administration of the CMMS work control system, Service Now, working with all Facilities Operations and Management Services departments and Capital Planning, Design, and Construction, including, but not limited to the following:
  • Work Order Submissions - Manages the workflow for a high volume of work order requests of varied complexity submitted via Service Now for urgent issues, corrective maintenance, preventative maintenance, and events from customers in all areas of the CSUB organization. Inputs work orders on behalf of customers and managers as needed.
  • Work Order Review - Reviews work orders and adds information as needed to ensure the work order is clear and complete. Identifies the appropriate location, priority, department, and technician and ensures the work order is accurately assigned for timely customer service. Applies knowledge of system meta-data to ensure accurate recording and assignment of work orders. Applies knowledge of multiple departments and trades to assign work orders and coordinate technician responses to urgent requests.
    
    Applies knowledge of CSUB organizations and service level agreements to identify service charges and communicates with customers to identify chargeback financial coding.
  • Work Order Closures - Coordinates with managers to identify work order close out timing and completeness to ensure accurate record management. Verifies charge back information and time and materials data entry. Conducts follow-up with customers for chargeback information as needed. Conducts follow-up with technicians for time and material costs as needed.
  • Invoicing and Chargebacks - Enters invoice and purchase order data into associated work order(s) and ensures invoices and purchase orders are scanned and attached to the work order. Communicates with and requests chargeback information from customers prior to chargeback processing. Regularly prepares and reviews all chargeback records from Service Now exported to Excel to determine chargeback status and validate charges. Communicates timely any unposted charges to the Administrative Analyst overseeing chargeback activities and conducts follow-up with customers as needed.
    
    Ensures service charge information is included in the work order record as needed.
  • Project Records - Inputs projects into Service Now and links all work orders related to a project. Conducts follow-upas needed to verify or clarify project information in the system to ensure quality service response and accurate records management.
  • Asset Management - In coordination with the Director and Shipping and Receiving, inputs new assets information into Service Now to ensure complete and timely asset onboarding. Maintains asset life cycle information and related documentation in Service Now to ensure accurate and complete records, including but not limited to permits and…