Housing Ops Professional Ii

Type of Appointment:Full-time, ProbationaryJob Classification:Housing Operations Professional IIAnticipated Hiring Range:$4,617 - $4,804 monthlyWork Schedule:Monday - Friday, 8:00 a.m. - 5:00 p.m.**This position does not accommodate remote working, and is considered an essential staff member.THE DEPARTMENT:As a department within the Division of Student Affairs, University Housing Services (UHS) is responsible for delivering a comprehensive student housing experience, which includes operations in residential life, business operations, facilities management, conference services, and information systems. The department has an annual operating budget of approximately $30 million, makes $2 million in annual capital improvements, and houses over 2,800+ students. The department has 50 full-time professional staff persons and is complemented by a student staff of approximately 200.DUTIES AND RESPONSIBILITIES:Customer ServiceProvide customer service to students, families, visitors, and staff related to UHS inquiries (including emails, phone calls, voice messages, and office visits). Follow up and communicate all outstanding work order issues with residents and staff.Receive all facilities-related packages and deliveries.Administer Facilities Work Order SystemManage and process all work order request, communicate all issues with Leads.Build and track work order reports and dashboards in the online system (StarRez).Follow up and communicate all outstanding work orders with resident(s) and staff.Prepare, coordinate, and send all facilities-related notices to resident(s) and staff.Respond to student, parent/family, and staff concerns.Contact and schedule all vendors to perform work on campus as needed.Complete monthly and requested StarRez reports and follow up on outstanding issues.Budget, Procurement, and Account PayablePrepare all purchasing requests; monitor purchase orders, and facilities account payables and expenditures.Prepare PO amendments, emergency requests, and justifications.Process all invoices and respond to vendor inquiries.Maintain an accurate electronic filing system (computer) and backup filing system (budget forms, vouchers, requisitions, purchase orders, invoices, etc.).Process all requests to CPP Facilities Planning & Management and management reports.Work in close partnership with the Director in preparing the facilities budget, blanket purchase orders, and capital projects.Research previous spending trends and make projections for next fiscal year with the Director.Generate facilities financial reports and blanket PO balances.Key and Inventory ManagementManage key inventory for UHS facilities, including audits, reconciliations, lockset changes, student exchanges, charge tracking, and semester transitions; coordinate with Facilities & IT to ensure accuracy, security, and reduce lost keys.Facilitate the key card process (Onity, Persona) related to door access, expirations, and replacements; encode/deactivate cards, update door access via mobile unit, and process semester uploads.Coordinate with Facilities & IT related to door access issues and key replacements. Provide training and guidance to professional and student staff on key-related processes.Office and Package Room OversightProvide oversight of the service desk and package room.Coordinate all vendor visits, check out keys, and parking permits.Develop and maintain comprehensive filing systems, databases, and policies and procedures manuals, with online and paper backups.Lead, train and assign work to student assistants including information dissemination and tasks/duties related to service desk and package room.Make travel arrangements, plan itineraries, and prepare reports.Oversee day-to-day administrative office operations and provide management support to Leads and facilities staff and student assistants.Update and maintain the emergency preparedness binder and files.Payroll and Human ResourcesCollect, track, and process staff Absence Requests (vacation, sick, CTO), FMLA, overtime, and docks for all pay periods with the Director.Attend staff payroll and timekeeping trainings.Retains documents (physically and electronically) related to timekeeping and payroll.Collect, track, and verify Student Assistant Time Sheets for each pay period.Post human resources notices and information for staff to see.Assist in creating student assistant work schedules for the satellite office - service desk and package room.QUALIFICATIONS:Bachelor's Degree - in related field.DL NUMBER - Driver License, Valid and in StateTwo years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.An advanced degree in a related field may be substituted for the required education on a year-for-year basis.Working skills and knowledge of housing operations including housing operations systems, policies, procedures, laws and regulations, and best practices. Working knowledge of student organizations, collegiate policies, and communications. Strong organizational skills to plan, organize, and prioritize multiple projects and large operations. Strong analytical skills to assess operational efficiency and support budget management. Ability to provide lead work direction and training to students and housing support staff. Strong communication and interpersonal skills to work effectively in a diverse environment and effectively gain buy-in from students and parents. Proficiency in using housing operations software and/or related equipment.PREFERRED QUALIFICATIONS:Experience supporting housing, facilities, residential, or similar operational functions.Experience coordinating work orders, service requests, or facilities-related operations.Experience with purchasing, accounts payable, budget tracking, and financial recordkeeping.Experience with key, card-access, or inventory management systems.Experience providing lead work direction or training to student employees or other support staff.Experience using housing operations systems such as StarRez or similar systems.Strong organizational, analytical, written, verbal, and customer service skills.Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.Out of State WorkThe California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .Background CheckCal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .Education Code ***** RequirementsApplicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.CSU Classification Salary RangeThis position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on theCSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $4,617 and maximum $6,727 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.Employment Eligibility VerificationCal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .University Driving RequirementPositions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .Child Abuse/Neglect Reporting Act (CANRA)The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order **** as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy .Security & Fire SafetyIn compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section *****, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona's Annual Security ReportandCal Poly Pomona's Annual Fire Safety Report .Pay Transparency NondiscriminationAs a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .Reasonable AccommodationWe provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ******. For more information, go toEmployment Notices .Equal Employment OpportunityConsistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of ****, Title IX of the Education Amendments of ****, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.Other NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.