Service and Project Support Coordinator; Administrative Support Coordinator II), FM - Admin

Service and Project Support Coordinator (Administrative Support Coordinator II), FM - Admin

Apply now Job no: 554833
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Under the general direction of the Executive Director, Facilities Planning, Design & Construction, with primary responsibility to the Manager of Capital Outlay Administration, the Service & Project Support Coordinator performs work assignments that typically include Coordination of Administrative, Clerical, Customer Service, and project support functions in support of Facilities Planning and Management operations.

• Coordinate administrative and operational objectives of Facilities Service Center on behalf of the Facilities Planning and Management Department and the campus community.
• Receive, process, and track customer service requests and/or work order requests received in person, by written/typed form, by telephone, via fax, via Web page or via email.
• Acknowledge, research and clarify customer service requests; inquire and determine the scope and degree of urgency of emergency service requests and emergency work requests; notify unit, shop and/or crew personnel and supervisors of any emergency requests.
• Schedule requests for building shutdowns and customer notification.
• Dispatch calls to trades staff, track outgoing and incoming calls; ensure all calls have been dispatched and responded to each day.
• Work independently; make sound decisions and recommendations in regard to Facilities Service Center activities.
• Provide support for the Lock Shop's key control system/ distribution, input data from work orders, tracking cards and key cards for issuance of building access/keys.
• Issue keys to customers when released for issue by Lock Shop, tracking date issued.
• Establish and maintain effective working relationships with staff, faculty and student assistants.

• Process customer requests, including but not limited to service requests, work orders, projects, preventive maintenance and non-maintenance; make required entries on the CMMS database.
• Review data keyed by Supervisor, Leads, and Staff to ensure accuracy and consistency in the CMMS database.
• Maintain and update status of work orders on the CMMS database.
• Maintain and update computerized and paper files on building coordinators, emergency response persons and/or entities and other campus points of contact.
• Coordinate with campus customers as required to obtain any additional information needed to fulfill work orders, including clarification on services requested, chargeback account string, location or quantities, schedule and any other information relevant to the work request.

• Provides general administrative support to the FPDC department.
• Provides physical and electronic filing support, including filing and organization of the department’s archive room.
• Provides meeting scheduling and coordination, including setting up virtual meeting rooms and arranging parking permits for visitors.
• Provides general clerical support for the department’s capital projects, including filing, draft correspondence, letters and memos, scheduling meetings, obtain parking passes, and general filing and organization duties.
• Aids FPDC project managers and staff with general project coordination tasks as assigned.
• Research and evaluate data from available departmental files and other sources to provide reporting as needed.
• Reviews operational and procedural problems to develop, recommend, and evaluate proposed solutions.
• Help with special assignments and projects needed.
• Works with the Facilities Service Center Lead on new procedures and identifying processes requiring review or update.
• Assist in auditing time and material tracking to ensure data is accurate.
• Assist Facilities Service Center Lead with other clerical duties as needed, such as updating the monthly call back list.
• Assist facilities supervisors with word processing and formatting of written or dictated notes on all paperwork.
• Welcome on-site visitors, to include contractors, vendors, and campus personnel; determine nature of business, answer questions and direct individuals accordingly.
• Draft letters, documents, memorandum, reports, spreadsheets, charts, forms and other correspondence in support of Facilities Planning & Management.
• Maintain and update Facilities Service Center dispatch telephone lists.

• Serve on department and/or university committees as directed.
• Back-up support for updating employee building access; verify issued and returned keys.
• Assist payroll with pick-up and distribution of pay vouchers.
• Provide logistical support for activities of leadership team: schedule meetings, draft agendas, create meeting minutes, make…