PURPOSE OF POSITION:
Under general supervision of the Director of Planning, Design and Construction, and lead direction of the Lead IMAC, the incumbent performs a wide variety of functions related to space planning, move coordination and project support for the PDC department. Responsibilities include planning and coordinating Campus Moves from start to finish through all steps required; coordinate Group II movable equipment process for multi-million-dollar projects along with the Project Managers; providing complex support for major capital and minor capital projects managed through PDC; supports the PDC department with general administrative functions, database maintenance and data input.
% of Time
1. Campus Moves and Space Coordination 55%
2. Group II Equipment Purchasing 20%
3. Capital Project Support 15%
4. Department Administrative Support 10%
LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
1. Campus Moves and Space Coordination
a. Plans and coordinates all aspects of campus moves from start to finish.
b. Acts as a point of contact along with the Lead IMAC to campus community for move related inquiries.
c. Schedules scope meeting with department contact to determine extent of office move.
d. Develops floor plans for campus move, coordinating modular reconfigurations and determining if all requirements have been met.
e. Develops Move Budget Estimates and obtains proper approval for billing prior to move being completed. Adjusts estimates according to any additional work needed and/ or actuals exceeding the budgeted amount and seeks approval for increased amount.
f. Schedules all aspects of an office move to include, but not limited to:
I. Contract moving service
II. Telecom contractor
III. Furniture vendor
IV. IITS move services
V. Facility Services work order
g. Coordinates and monitors contract movers, contractors, vendors and/ or Facility Services when dispatched for an office move. Ensures the completion of each move to include physically inspecting vendor work completion and develops creative solutions for issues that arise while in the field that may affect budget and customer satisfaction requirements.
h. Coordinates all post move follow up items with movers/contractors/ vendors and client.
i. Completes monthly invoices and campus move billings. This includes budget oversight of campus moves financial operating account and reconciliation of campus moves reconfigurations and chargeback tracking.
k. Coordinates final work orders and enters requisitions into PeopleSoft (or department pro-card to place order) for all internal and externals vendors, along with tracking and updating all associated paperwork through completion.
l. Assist Campus Planner with space planning support as needed.
2. Group II Equipment Purchasing
a. Facilitates equipment purchasing for Group II projects; initiates product research using various resources (Internet, Product Catalogs, etc.), obtains product quotes from vendors, obtains product approval from Planning Team, coordinates final purchases with vendor and end-user, enters requisitions into People soft (or use department Pro card to place order) and tracks order until purchase order closed.
b. Assists in the reconciliation of Group II financial account every month and in submissions of budget reports to Project Managers and Capital Budget Analyst for review and approval, along with Group II financial records in Prolog Manager (Electronic Project Management software) and reconciles to Peoplesoft Finance.
c. Follow up on open orders, report budget status to project managers and planning teams.
d. Coordinates and works with individuals at all levels of the University to ensure equipment/furniture will satisfy all State and campus standards, and requirements from end user.
e. Resolves problems related to equipment purchases and delivery.
f. Monitors purchases to ensure that Group II funds are expended in accordance with established requirements communicated by the Chancellor's Office.
g. Attends planning team meetings as requested to participate in Group II Equipment process and contribute budget and order information.
h. Review, revise and maintain project databases relating to Group II Equipment purchasing.
i. Generate and update budget spreadsheets for budgeting purposes.
j. Provide back up support to other PDC personnel during times of building occupancy.
3. Capital Project Support
a. Provides project support for the PDC department. Develops and maintains complex filing systems for capital projects; ensures that all records and documents are properly filed and archived to ensure accurate records for audit purposes.
b. Prepares and disseminates a variety of complex correspondence, reports, and communications for the Director and managers in PDC.
c. Compiles information and data for reports or presentations; prepares reports and presentations using software such as Excel and PowerPoint.
d. Makes and routes copies of project plans, documents, and reports. Maintains department files for general office and PDC projects following the CSU Capital Project Filing Guide method and template for filing.
4. Department Administrative Support
a. Provides back up support to administrative staff as required for answering phones, greeting incoming guests, and other receptionist duties for the office.
PROVIDES LEAD DIRECTION OF OTHERS
REQUIREMENTS OF POSITION:
1. List education and experience required
a. Two years of progressively responsible administrative support experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs OR an equivalent combination of education and experience. One year of long-range project planning and coordination experience.
b. Must successfully meet and pass a pre-employment medical examination and drug screen
c. Valid California Driver's License
a. Bachelor's degree in interior design, planning, business or related field
b. One year of budget coordination and reconciliation experience
c. Experience with relational databases
d. Experience in AutoCAD software
e. Experience in Smartsheet software
f. CSU experience
g. Advanced or expert level experience with MS Excel
2. List knowledge, skills, and abilities required for this position.
a. Ability to demonstrate an awareness and appreciation of the cultural diversity of the University community and establish and maintain cooperative and effective relations with University employees, students and the public.
b. Knowledge of systems furnishings and general understanding of their installation standards is highly desirable.
c. Knowledge of ADA and California Building code accessibility standards
d. Ability to assist end users in fabric and color selections that adhere to campus standards
e. Demonstrated ability to effectively organize and plan work and projects including handling multiple priorities.
f. Demonstrated ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
g. Fluency in using standard software packages such as MS Suites to prepare written correspondence, prepare excel spreadsheets and update presentations.
h. Knowledge of MS Outlook (electronic mail system) to schedule complex: meetings.
i. Demonstrated ability to work independently with minimal supervision or direction.
j. Thorough knowledge of office methods, procedures, and practices.
k. Excellent organizational skills to coordinate the flow of paperwork internally and externally to the department.
l. Strong customer service skills to work with internal and external clients.
m. Strong written and verbal communication skills, ability to compile, write and present reports and information related to assigned projects and functions
n. Thorough knowledge of English grammar, punctuation, and spelling.
o. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
p. Effective interpersonal skills
q. Demonstrated ability to coordinate with other departments or work groups to obtain information and solve problems.
r. Ability to prioritize workload due to changing demands.
s. Ability to work under pressure while meeting deadlines.
t. Demonstrated ability to provide work direction and coordinate the work assignments for a variety of individuals such as contractors, vendors, and campus staff as needed.
u. Ability to develop floor plans for campus move, coordinating modular reconfigurations and determining if all requirements have been met.
v. Ability to review, revise and maintain project databases relating to Group II Equipment purchasing
w. Ability to provide equipment purchasing support for Group II projects
3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
a. Personal computer, laptop and other standard office equipment
b. Large Format Printer
d. Electric Golf Cart
e. Measuring tape, modular parts carrying case
4. Unique working conditions
Extended periods of physical activity (see physical effort chart). Must be able to physically visit work sites with standard site obstacles associated with construction, etc. Able to physically track alongside move crew, expedite workflow and keep on schedule. Must be able to organize and maintain safe and accessible access to surplus furniture and modular in storage.
5. Other Employment Requirements
This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and CSU's Sexual Misconduct Prevention Program.
Closing Date/Time: Open until filled
San Marcos, California