Asset Management Coordinator

Type of Appointment:Full Time, Long Term TemporaryJob Classification:Administrative Support Coordinator IAnticipated Hiring Range:$4,047 monthlyWork Schedule:Monday-Friday 8am-5pmTHE DEPARTMENT:Asset Management (AM) is responsible for the administration and accountability of University state-owned property, including capital and non-capital assets. The department supports the University's property management program throughout the asset lifecycle, from acquisition and identification through physical inventory, transfer, reutilization, surplus, and final disposition. Asset Management implements University property management policies, procedures, systems, and administrative processes to maintain an effective and compliant asset management program. The department coordinates the physical inventory of state-owned capital and applicable non-capital assets and works directly with campus departments and designated property representatives to identify, locate, scan, verify, and maintain records for assets located both on and off campus. Asset Management maintains property and inventory information in University asset management systems, supports reconciliation and documentation of inventory records, serves as a liaison during property audits, and provides guidance to faculty, staff, administrators, and departmental property designees regarding property administration and inventory requirements. Asset Management also supports the University's surplus property program, including reutilization, public surplus activities, disposal of University property, and electronic waste processes.DUTIES AND RESPONSIBILITIES:Physical Inventory, Compliance Tracking and Asset VerificationProvides direct administrative and field support for the University's physical inventory and property verification program.Assists with scheduled physical inventories of capitalized, non-capitalized, sensitive, federally funded, and other trackable University equipment, including off-campus property, in accordance with CSU and University requirements.Maintains the inventory calendar and coordinates scheduling and communication with departmental property designees regarding upcoming inventories and outstanding assetsAsset Records, Data Entry and Inventory DocumentationProvides administrative support for maintaining accurate, complete, and organized property and inventory records. Enters and updates routine asset information across established systems and verifies data entered against supporting documentation. Matches property tags, asset IDs, serial numbers, locations, and custodians across physical and electronic records. Scans, files, and retrieves property documentation, and maintains organized records supporting inventory, transfers, tagging, and off-campus verification. Prepares standard reports, spreadsheets, and worklists from Asset Management records, and assembles documentation to support discrepancy research, audits, or records requests.Flags incomplete, inconsistent, or duplicate records and routes them to the appropriate Asset Management staff.Property Tagging, Transfer, Survey and Asset Movement SupportProvides routine administrative and field assistance for identifying, tracking, and authorized movement of University property.Schedules tagging appointments and prepares tags, listings, and supporting documentation for new or newly identified equipment.Assists with locating equipment and affixing property tags as directed, and records identifying information for entry into University records.Processes routine documentation for changes in asset location, custody, or department, including Transfer of State Equipment paperwork.Receives and routes survey/surplus documentation, and assists with scheduling authorized pickup or movement of surveyed equipment.Updates tracking records to reflect receipt, transfer, or relocation of equipment following appropriate authorization. The incumbent does not independently approve property transfers, surveys, disposal, reutilization, record removal, or changes in the accounting status of University property.Departmental Communication, Inventory Follow Up, and Compliance SupportProvides customer service and administrative communication supporting timely completion of Asset Management activities.Serves as a routine point of contact for questions on inventory schedules, forms, documentation status, and established procedures.Coordinates with departmental property designees to schedule inventories and arrange access to equipment and locations.Sends inventory notices, reminders, and follow-up correspondence, and tracks departmental responses to outstanding requests.Directs policy interpretation, substantive discrepancies, and property determinations to appropriate Asset Management personnel; supports routine compliance reporting.General Asset Management Office and Audit Support Prepares routine correspondence, reports, forms, and administrative documents, and maintains office files, calendars, and reference materials.Assists with administrative preparation for property audits, internal reviews, and inventory projects, including retrieving supporting records.Maintains inventory supplies and equipment (scanners, tags, forms).Performs related clerical and administrative functions consistent with the Administrative Support Assistant I classification.QUALIFICATIONS:High School Diploma/GED - High School diploma or its equivalentDL NUMBER - Driver License, Valid and in StateFour (4) 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 a 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; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.PREFERRED QUALIFICATIONS:Experience performing data entry, records management, inventory tracking, clerical, or administrative support.Experience working with databases, spreadsheets, barcode scanners, optical scanners, or electronic recordkeeping systems.Working knowledge of Microsoft Outlook, Word, and Excel.Experience maintaining high-volume records requiring accuracy and attention to detail.Experience supporting physical inventory, warehouse, receiving, distribution, procurement, equipment control, or asset management activities.Experience working with PeopleSoft or another enterprise asset management or inventory system.Familiarity with asset tags, serial numbers, asset IDs, equipment records, inventory lists, location records, and property transfer documentation.Experience maintaining exception logs, follow-up records, compliance trackers, or similar administrative control tools.Experience providing customer service and coordinating activities with multiple departments or organizational units.Familiarity with a university or public sector environment is desirable. Prior independent responsibility for property control is not required because this position provides administrative, compliance tracking, records, and physical inventory support to Asset Management Property/Inventory staff and management.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 California State University Employees Union (CSUEU) bargaining unit 7. 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 $4,047 and maximum $5,896 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 .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.