Administrative Support Coordinator (Facilities)

Working Title: Administrative Support Coordinator

Classification Title: Administrative Support Coordinator I

Posting Details

Priority Application Deadline (Posting will remain open until filled): S unday, February 9, 2025 @ 11:55 pm PST

Hiring Preference


Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Customer Services

Under direct supervision of the Manager of Customer Service and the Director of Facility Administration, the
Customer Service Associate (CSA) provides support to the Customer Service Center as part of a team and provides a
full range of support to the Department of Facilities Management. The CSA is responsible for evaluating Customer
Service Center requests to determine the appropriate course of action; reviewing craft timesheets and completed work
orders for accuracy and completeness, preparing department chargeback work orders for billing, and assisting with
billing reports.

The CSA will assist with the distribution and receipt of keys and electronic access devices to members of the campus
community; assist in maintaining the integrity of the University electronic access system for entrances and exits to
buildings and grounds, and act as back up for ordering general office supplies, as needed.

Grounds & Custodial Services

The Administrative Support Coordinator provides essential operational and administrative support to the Director of
Grounds & Custodial Services in Facilities Management. This role involves proactively overseeing attendance recordkeeping,
coordinating external contractors, overseeing the work order system, and supporting staff training logistics
for a team of approximately 125 employees. The position also includes financial responsibilities, such as tracking
budgets for contractors and handling billing for athletics and other university events. Strong communication,
independent thinking, and collaboration are critical for success in this role.

FLSA: Non-Exempt (Eligible for overtime compensation)

Anticipated Hiring Range: $3,864 per month - $4,095 per month, commensurate with candidate's education, experience, skills, and training.

Salary Grade/Range: 1

CSU Classification Salary Range: $3,864 per month - $6,072 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Recruitment Type: Regular (Probationary)

Time Base: Full-Time

Pay Plan: 12 months

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Position works on-site.

Department Information

The Customer Service Center is the first point of contact for Facilities Management. We receive and dispatch routine and non-routine service requests keeping campus building occupants apprised of work that may affect business operations, and providing general information to the campus community and the public. We also issue campus keys and electronic building access, estimate project costs, process work order billing, and maintain department inventory records. Our goal is to provide friendly, responsive, and efficient services via clear and timely communication with our customers.

Custodial Services is responsible for cleaning activities in all general-fund supported university facilities. This professional staff maintains a safe and healthy setting for students, faculty, staff and guests in pursuit of our education mission. Typical services include:

• Carpet cleaning & spot removal
• Sanitizing
• Floor care
• Stocking sanitary supplies
• Collecting and disposing of refuse
• Emergency cleanups

Grounds and Landscaping Services is responsible for maintaining 170 landscaped acres and over 3,000 trees. We also have responsibility for maintaining walkways and parking improvements. Grounds and Landscape Services trims, irrigates, cleans, fertilizes, provides pest control, and renovates campus site improvements that encompass:

• Over 3,000 trees, comprising 250 species
• 93 acres of lawn/turf
• 16 acres of shrubs and ground cover
• More than 21 miles of campus walkways
• 60 acres of parking lots
• 25 acres of undeveloped space
• Irrigation systems comprising 5 well pumps, 7 zone controllers, 750 valves, and 12,000 sprinklers head

Please visit our website for additional information: Facilities Management | Sacramento State

Minimum Qualifications

Entry to this classification requires a fully functional knowledge of and skills in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Required Qualifications

Experience

1. Experience providing clerical and administrative support functions in an office environment.

2. Experience using and operating standard office equipment such as computer, copier, fax and scanner.

3. Experience providing customer service using tact and diplomacy to various constituents.

Knowledge, Skills, Abilities

4. Proficiency using standard office software packages (e.g., Microsoft Outlook, Word, Excel, Access and PowerPoint)

5. Excellent interpersonal skills, with demonstrated ability to maintain professionalism.

6. Knowledge of record-keeping, office electronic filing systems and procedures.

7. Exceptional communication skills, both verbally and in writing.

8. Ability to be self-motivated and work independently as well as part of a team.

9. Outstanding organizational and time management skills.

10. Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist.

11. Effective problem-solving skills with the ability to develop practical and thorough solutions.

12. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.

Conditions of Employment

- Ability to successfully complete a background check.

Preferred Qualifications

13. Experience in a facilities or equivalent environment.
14. Experience using an enterprise resource planning system such as PeopleSoft.
15. Experience working at an institution of higher education, such as the California State University system.
16. Experience using a two-way radio, multi-line phone, copier, printer, fax and shredder.
17. Experience using a database system, preferably a maintenance management system.

Documents Needed to Apply (2)

• Resume
• Cover Letter

Three professional references are required as part of the online application.

Failure to upload required documents to the online application may result in disqualification.

About Sacramento State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:

“As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success ; teaching, research, scholarship and creative activity ; justice, diversity, equity and inclusion ; resource development and sustainability ; dedicated community engagement , and wellness and safety .

As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Equal Employment Opportunity
California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html .

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/support/csu-learn.html .

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request from the Office of Clery Compliance & Training by emailing clery@csus.edu .

Under the Clery Act, this position may be designated as a Campus Security Authority (CSA) depending upon the role on campus and/or job duties. If this position is identified by the Director of Clery Compliance & Training as a CSA position, you will be notified via email and will be assigned the appropriate training in CSU Learn.

Background Check Disclaimer

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.

COVID19 Vaccination Policy

Effective May 2023, per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Out of State Employment

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on 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.

Eligibility Verification

Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

Advertised: Jan 24 2025 Pacific Standard Time
Applications close:

Closing Date/Time:

• 

• CSU, Sacramento

• (916) 278-6326

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