Administrative Support Coordinator II

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and five (5) years of recent (within seven years) administrative support experience.

LICENSES, CERTIFICATES, CREDENTIALS:
Possession of a valid driver's license or the ability to obtain by date of hire.

SKILLS, KNOWLEDGE & ABILITIES (SKA's)
- * Regular and reliable attendance is required.

* Ability to review data for statistical anomalies. Ability to research concerns about data provided using reporting functions. Ability to analyze work order data to assist managers with workload analysis.

* Ability to project work order completion rate based on existing work order data.

* Ability to handle multiple competing priorities while managing day-to-day workload for multiple departments.

* Ability to use common sense and make independent decisions regarding the priorities of work orders received. Ability to develop guidelines to manage the workflow more effectively.

* Skills necessary to provide weekly reports and manage production meeting data analysis. Ability to provide reports and information regularly and consistently.

* Ability to provide training to multiple departments and skill levels regarding the use and understanding of workflow processes and procedures. Skills to serve as liaison between Facilities Operations and Management Services and all other departments on campus on service needs.

* Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.

* Ability to independently handle multiple work unit priorities and projects.

* 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 draft and compose correspondence and standard reports.

* Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.

* Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.

* Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.

* Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.

* Thorough knowledge of English grammar, spelling, and punctuation.

* Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.

* Ability to maintain a high degree of confidentiality.

* Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.

* Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.

* Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

* Experience supporting the administration of facilities management and maintenance, or in the construction industry.

* Working knowledge of Computerized Maintenance Management Systems and work control functions for university operations.

* Knowledge of university chargeback processes and procedures. Knowledge of university accounting structure.

* Knowledge of standards pertaining to university facilities functions (e.g., APPA).

* Working knowledge of California State University system processes and procedures.

* Demonstrated skills in developing and maintaining website content to promote customer service in a large organization.

* Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

* 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.

PHYSICAL DEMANDS: LIGHT WORK - involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS:

* Is exposed to dust, fumes, gases, or radiation, microwave

* Drives motorized equipment

SPECIAL

CONDITIONS:

SCREENING:
Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK:
Satisfactory completion of a background check (including a criminal…