California State University-San Bernardino · 2 hours ago
Service and Project Support Coordinator (Administrative Support Coordinator II), FM - Admin
San Bernardino, CA
Full-time
Onsite
Mid, Senior Level
$4,367/mo - $6,362/mo
5+ years expCalifornia State University-San Bernardino is seeking a Service & Project Support Coordinator to provide administrative and project support for the Facilities Planning and Management Department. The role involves coordinating customer service requests, managing data in the CMMS database, and assisting in various administrative functions to ensure smooth operations.
Higher EducationProfessional Services
No H1B
Responsibilities
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 announcements, and routes mail, notices and flyers to appropriate individuals
Perform other classification related duties as assigned
Qualification
Required
High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent
Comprehensive, detailed knowledge of university infrastructure, policies, and procedures
Thorough mastery of English grammar, punctuation, and spelling
Expertise in using office software packages, technology, and systems
Ability to independently interpret and apply policies and procedures, exercising judgment and discretion when precedents do not exist
Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area
Ability to understand issues from a broader perspective and anticipate how administrative problems and solutions affect other areas
Ability to analyze operational and procedural problems and develop, recommend, and evaluate solutions
Ability to perform business math, analyze budgetary data, and make accurate projections that require inference
Ability to effectively write and present reports
Ability to manage interpersonal interactions effectively at all levels, including highly sensitive situations
Ability to use negotiation and persuasion skills to achieve results and expedite projects
Possession of a valid Driver's License
Preferred
Experience in utilizing resource, asset, and maintenance management database software systems such as PeopleSoft, SimpleK, and TMA
Experience with work order management and CMMS (Computerized Maintenance Management Systems)
Experience with public works processes and requirements
Experience using multiple methods of communication, including RF (radio) and electronic mobile communication devices
Ability to independently manage multiple work unit priorities and projects
Ability to effectively handle a broad range of interpersonal contacts, including higher-level and sensitive interactions
Experience working within a diverse community
Demonstrates professional, respectful, and inclusive conduct in all workplace interactions
Benefits
Medical, dental and vision plans
Membership in the California Public Employees Retirement System (CalPERS)
Sick and vacation time
15 paid holidays a year
Fee waiver education program
Company
California State University-San Bernardino
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
John M. Pfau
founding president
Recent News
San Bernardino Sun
2025-09-30
MarketScreener
2025-09-25
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