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Facilities Operations Specialist
2 months ago
Position Overview
Reporting directly to the Associate Director of Facilities Operations, the Facilities Operations Specialist is responsible for executing various procurement services, managing inventory, overseeing work control functions, and coordinating minor projects for University Housing Services. This role includes supervising labor staff, which encompasses recruitment, training, and performance evaluation. The Specialist will also provide guidance and manage logistics during significant events organized by University Housing Services.
Core Responsibilities
- Facilitates the distribution of essential supplies and equipment to residential facilities, including waste and recycling bins, power strips, and other necessary items.
- Oversees the inventory of first aid supplies for facilities personnel and residence offices, ensuring timely restocking and ordering of new supplies annually.
- Develops and maintains organized records and storage areas across all buildings, ensuring optimal utilization of space. Collaborates with supervisors to maintain clear and organized areas, while tracking the location of departmental equipment.
- Manages the collection, storage, and disposal of abandoned items, coordinating with students for item retrieval and organizing monthly donations.
- Processes and assigns work orders to labor staff, ensuring tasks are completed efficiently.
- Implements a preventive maintenance program for labor staff, adjusting as necessary based on staffing levels.
- Keeps detailed records of all safety equipment issued to facilities personnel.
- Acts as the primary database administrator for the Total Management Assets (TMA) work order system, handling daily administration, creating and closing work orders, troubleshooting issues, and generating specialized reports.
- Regularly processes incoming work order requests, prioritizing urgent needs and responding to inquiries regarding work order status.
- Prepares and processes purchase requisitions, ensuring accuracy and compliance.
- Reviews and processes all invoices for payment, ensuring timely and accurate financial transactions.
- Responsible for the selection, training, and oversight of student assistants involved in purchasing.
- Assists the UHS Accountant in reconciling expense accounts with CSU Data Warehouse reports, monitoring and addressing discrepancies.
- Maintains the department's expense database, ensuring accurate record-keeping of requisitions and recommending adjustments as necessary.
Qualifications and Skills
- In-depth knowledge of administrative methods, procedures, and business writing conventions.
- Proficient in composing and formatting professional correspondence and reports.
- Familiarity with software applications including word processing, spreadsheets (Excel), and database management (Access).
- Ability to perform a range of administrative and analytical tasks with minimal supervision.
- Understanding of basic research methods and statistical analysis.
- Excellent oral communication skills, with a strong emphasis on customer service and public relations.
- Capability to train others in new procedures and provide leadership.
- Flexibility to work varied hours, including weekends as required.
- Proficient in computer applications such as MS Word, Excel, Access, and PowerPoint.
- Ability to learn and utilize software applications relevant to housing management and asset tracking.
- Competence in performing basic business mathematics and financial tracking.
- Strong organizational skills with the ability to manage multiple priorities effectively.
- Ability to maintain confidentiality and handle sensitive communications appropriately.
- Commitment to excellent customer service and professional communication.
Education and Experience
- A bachelor's degree or equivalent training.
- Experience in administrative roles involving analysis and evaluation leading to policy or procedural improvements.
Preferred Experience
- 3-5 years of relevant administrative experience.
Compensation
Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $3,694/month - $4,494/month
CSU Salary Range: $3,694/month - $7,131/month
San Jose State University provides a comprehensive benefits package typically valued at 30-35% of the base salary.
