Cal Poly Pomona


Recruitment No. 50547
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Facilities Planning & Management
Timebase Full-time
Type of Appointment Temporary for 1 year
Application Materials Required University Application, Resume and DMV Print-Out required
Classification Salary Range $2,808 - $4,212
Anticipated Hiring Range $2,808 - $3,276
Recruitment Closing Date 11/4/13


The Division of Facilities Planning & Management (FP&M) consists of approximately 160 FTE and is responsible for the development and protection of the University’s assists and facilities. Facilities Planning & Management serves as the capital program of approximately $300 million in planning and construction and supports the campus’ natural and built environment with more than 200 buildings on more than 1,400 acres. This department is responsible for planning, implementing and administering the University’s facilities administrative services, facilities management, facilities planning, design and construction, energy management services. 


The Design & Construction Coordinator will provide the administrative support for Design and Construction, which will directly support the Project Managers, and Senior Building Inspector. The incumbent will receive telephone calls, and visitors; assist with travel arrangements; process appropriate paperwork; manage the managers’ calendars; schedule individual and committee meetings, reserve conference rooms; organize and provide materials daily as needed for meetings and activities; assist with receipt and process of mail; prepare correspondence, reports, forms, specialized documents; meeting agendas and minutes and distribute them in a timely manner; proofread materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage, including grammar, punctuation and spelling. The incumbent will use independent judgment in interpretation of policies, rules, procedures and ordinances for this department; order office supplies, assist with maintenance of files and record keeping system and other similar duties. Coordinate and process reports from PF&M Maintenance Management System (TMA) and Design and Construction database (Prolog), seek to maintain protocol that ensures complete and accurate data input from FP&M users. The incumbent will be responsible for on-going coordination between the Project Managers and reporting to the Office of the Chancellor; assist Project Managers in the development of capital projects, by maintaining project work legal files, process the execution of construction documents in accordance with CSU and SUAM guidelines and departments standards;  prepare project work order requests as directed by Project Managers; generate periodic project construction reports; maintain departments code compliance and professional reference library;  review and recommend changes to streamline the TMA and Prolog processes; recommend and review project and hoc reports with construction and planning staff. The incumbent will coordinate monthly TMA reporting processes required for standard operating procedures; assist with the testing and evaluation of new technology equipment and software; prepare specification and operation manuals; arrange product demonstrations; recommend training for staff. The incumbent will function as the department’s liaison with Administrative Affairs Information Systems; update and maintain the FP&M website including designing/developing content for Director’s review and when approved, posts on web pages that conform to the Cal Poly standards for Design and Construction Department and Facilities Planning and Management; coordinate, monitor, and process reports and documents in a timely manner; manage requests set by Managers and prioritized them accordingly; address a variety of problems that require interpretation of CSU and campus policies and procedures as well as perform other duties as assigned.


High School diploma or its equivalent AND four years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.  Thorough knowledge of English grammar, punctuation and spelling.  Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages.  Ability to independently handle multiple work unit priorities and projects.  Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. Working knowledge of budget policies and procedures.  Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.  Ability to draft and compose correspondence and standard reports and the ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.


Work experience in a professional or facilities-oriented, fast-paced environment desirable. Experience in a facilities related office environment preferred.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

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