Facilities Services Coordinator

San Jose State University; San Jose (CA); On-site; USD 47,000 - 68,000; Full time

Job summary

San José State University is seeking a Facilities Services Coordinator to perform procurement, inventory control, and work order management for University Housing Services. The role includes supervising student assistants and coordinating events, with extensive data handling in TMA, StarRez, and related systems.

The position requires a bachelor’s degree in a related field or equivalent experience, strong communication, and the ability to work independently while collaborating with campus

Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or experience may substitute for the required education on a year-for-year basis.

Responsibilities

• Prepares, processes, and researches purchase requisitions and invoices.
• Manages day-to-day administration for the TMA work order system.
• Develops preventive maintenance work orders and maintains asset records.
• Coordinates distribution of supplies to residence halls and manages inventories.
• Hires, trains, and supervises student assistants and coordinates events.

Skills

Administrative duties

Customer service

Written and verbal communication

Data management

Problem solving

Independent work

Flexible hours

Record keeping

Education

Bachelor’s degree in a related field

Tools

PeopleSoft

StarRez

TMA (Total Management Asset)

CSU Buy / CSUData Warehouse / Concur

Job description

Job Summary

Under the direct supervision of the Director of FacilitiesOperations, the Facilities Services Coordinator performs all dutiesbut works independently in performing all procurement services,inventory control, work control functions, travel processing, andminor project coordination for University Housing Services. Directsupervision of facilities student assistants to includerecruitment, training, and evaluation. Coordinates setup and breakdown during University Housing Services major events.

Key Responsibilities

• Prepares, processes, and researches purchase requisitionsincluding any discrepancies of orders to be placed or received tothe appropriate University department.
• Verifies, processes, and researches all invoices to bepaid.
• Performs day-to-day administration for Housing’s TotalManagement Asset (TMA) work order system including, creating andclosing work orders, troubleshooting problems or creatingspecialized reports, and maintaining data to meet departmentalneeds.
• Develops preventive maintenance work orders for UHS Facilitiesstaff in TMA.
• Generates bi-monthly correspondence with residents to completes their room inventory profiles on StarRez.
• Coordinates distribution of supplies and equipment to residencehall and apartment complexes including trash and recyclingcontainers, chairs and lamp shades.
• Creates and maintains accurate records of departmentalequipment and storage locations.
• Manages the collection, storage, and removal of abandoneditems. Coordinates pickup appointments with students and ensurestheir belongings are properly documented, stored,andreleased.
• Manages records and conducts annual asset audits withUniversity Property.
• Maintains owner manuals, equipment specifications and serviceschedules for all department equipment
• Provides access through the S2 and Dormakaba security accesscards systems.
• Creates, troubleshoots, resolves issues for students orstaff.
• Maintains records of all safety equipment provided tofacilities staff for Housing on TMA.
• Reviews, researches, and processes damage billing. Providesrequired documentation for damage charges. Processes work ordersneeded to replace damaged furnishings.
• Processes work order requests daily. Reviews incoming requeststo ensure that all urgent needs are completed in a timely manner.Collects service requests three to five times daily. Responds toinquiries or complaints about the status of their work order.Distributes work orders to appropriate members of the facilitiesteam. Research status on outstanding work orders.
• Hires, trains, and supervises student assistant(s)
• Creates and manages any documentation/forms/etc needed by thefacilities operations area to complete all work, including thesummer turnover cycle.
• Assist with reconciling all expense accounts against the CSUData Warehouse, CSU Buy, and Concur records and reports. Thisincludes monitoring, reporting, researching, andclarifying/troubleshooting discrepancies.
• Assist with maintaining the expense database which includesrecord keeping of all requisitions, making recommendations to theappropriate UHS or SJSU administrator on adjustments to the expensedatabase in relation to forms, reports, and tables as needed toaccurately assist in reconciling University expenses.
• Assists in record keeping of Housing’s hard key quality controlsystem. Prepares necessary paperwork for FD&O Lock Shops forlock and/or key repair/replacement requests. Works with eachResidential Life Coordinator throughout the residential portfolioto complete/verify all key audits.

Knowledge, Skills & Abilities

• Thorough knowledge of methods, procedures and practices,English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence andreports.
• Working knowledge of software applications: word processing,spreadsheet (Excel), database management (Access).
• Ability to perform a variety of administrative, technical andanalytical duties of limited to moderate complexity under generalsupervision.
• Knowledge of basic methods and procedures for research andstatistical analysis and the ability to apply them.
• Strong oral communication skills. Must possess excellentcustomer service and public relations skills.
• Demonstrated ability to work alone as well as with other peoplewhen assigned to do so.
• Ability to work flexible hours and weekends as needed.
• Ability to learn and use People Soft software application,StarRez, the internal housing database system and TMA, TotalManagement Asset system.
• Experience to be fully functional in all technical aspects ofwork assignments.
• Thorough knowledge of university methods, procedures, andpractices.
• Ability to perform standard business math, such as calculateratios and percentages, track financial data, and make simpleprojections.
• Ability to work independently and handle multiple work unitpriorities and projects.
• Ability to solve common and unique problems using reasoning andjudgment to develop practical, thorough, and creativesolutions.
• Ability to apply independently a wide variety of policies andprocedures where specific guidelines may not exist.
• Demonstrated competence in effectively presenting standardinformation in writing.
• Ability to coordinate and prioritize multiple administrativeand clerical tasks for a variety of users, set schedules, andcomplete projects accordingly.
• Ability to coordinate and direct student assistant(s).
• Ability to maintain confidentiality and appropriately handlesensitive communications with employees and external agencies.
• Ability to display a strong sense of commitment to customerneeds, and possess excellent customer service and public relationsskills.
• Ability to complete Defensive Drivers Training Program providedby State of California for CSU campuses.
• General awareness of emerging technologies, includingartificial intelligence (AI), and a willingness to develop skillsin their appropriate, responsible, and ethical use in a highereducation environment, consistent with institutional policies andpractices.
• Ability to communicate with constituents in a professional andrespectful manner.

Required Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or experience which demonstratesacquired and successfully applied knowledge and abilities shownabove may be substituted for the required education on ayear-for-year basis.

Preferred Qualifications

• Bachelor’s Degree or equivalent years of professionalexperience.
• 3-5 years administrative experience
• Experience coordination an administrative process.
• Purchasing or procurement experience.
• Experience working with maintenance, custodial, or facilitiesoperations.
• Experience working in an education setting.

Compensation

Classification: Housing Operations Professional I

Anticipated Hiring Range: $4,198/month - $4,544/month (Step 1 –Step 5)

CSU Salary Range: $4,198/month - $6,115/month (Step 1 – Step20)

San José State University offers employees a comprehensive benefitspackage typically worth 30-35% of your base salary. For moreinformation on programs available, please see the Employee Benefits Summary.

Contact Information

University Personnel

[e-mail]

408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access anyin-person program or activity (on- or off-campus) operated orcontrolled by the University follow COVID-19 vaccinerecommendations adopted by the U.S. Centers for Disease Control andPrevention (CDC) and the California Department of Public Health(CDPH) applicable to their age, medical condition, and otherrelevant indications and comply with other safety measuresestablished by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/and questions may be sent to [e-mail] .

Additional Information

Satisfactory completion of a background check (including a criminalrecords check) is required for employment. SJSU will issue acontingent offer of employment to the selected candidate, which maybe rescinded if the background check reveals disqualifyinginformation, and/or it is discovered that the candidate knowinglywithheld or falsified information. Failure to satisfactorilycomplete the background check may affect the continued employmentof a current CSU employee who was offered the position on acontingent basis.

The standard background check includes: criminal check, employmentand education verification. Depending on the position, a motorvehicle and/or credit check may be required. All background checksare conducted through the university's third party vendor, AccurateBackground. Some positions may also require fingerprinting. SJSUwill pay all costs associated with this procedure. Evidence ofrequired degree(s) or certification(s) will be required at time ofhire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS.(e.g. H1-B VISAS)

All San José State University employees are considered mandatedreporters under the California Child Abuse and Neglect ReportingAct and are required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment. Incumbent isalso required to promptly report any knowledge of a possible TitleIX related incident to the Title IX Office or report anydiscrimination, harassment, and/or retaliation to the Office ofEqual Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and CrimeStatistics Act and Campus Housing Fire SafetyNotification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policyand Campus Crime Statistics Act, the Annual Security Report (ASR)is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policystatements, emergency preparedness and evacuation information,crime prevention and Sexual Assault prevention information, andinformation about drug and alcohol prevention programming. The ASRalso contains statistics of Clery crimes for San José StateUniversity locations for the three most recent calendar years. Apaper copy of the ASR is available upon request by contacting theOffice of the Clery Director by phone at 408-924-1501 or by emailat [e-mail] .

Pursuant to the Higher Education Opportunity Act, the Annual FireSafety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of the report is to disclose statistics for firesthat occurred within SJSU on-campus housing facilities for thethree most recent calendar years, and to distribute fire safetypolicies and procedures intended to promote safety on Campus. Apaper copy of the AFSR is available upon request by contacting theHousing Office by phone at 408-795-5600 or by email at [e-mail] .

Campus Security Authority - In accordance with the Jeanne CleryDisclosure of Campus Security Policy and Campus Crime StatisticsAct (Clery Act) and CSU systemwide policy, this position is subjectto ongoing review for designation as a Campus Security Authority.Individuals that are designated as Campus Security Authorities arerequired to immediately report Clery incidents to the institutionand complete Clery Act training as determined by the universityClery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. Theuniversity prohibits discrimination based on age, ancestry, caste,color, disability, ethnicity, gender, gender expression, genderidentity, genetic information, marital status, medical condition,military status, nationality, race, religion, religious creed, sex,sexual orientation, sex stereotype, and veteran status. This policyapplies to all San José State University students, faculty, andstaff, as well as university programs and activities. Title IX ofthe Education Amendments of 1972, and certain other federal andstate laws, prohibit discrimination on the basis of sex in alleducation programs and activities operated by the university (bothon and off campus). Reasonable accommodation is made for applicantswith disabilities who self-disclose. San José State Universityemployees are considered mandated reporters under the CaliforniaChild Abuse and Neglect Reporting Act and are required to complywith the requirements set forth in CSU Executive Order 1083 as acondition of employment.

Advertised: September 09, 2026 (9:00 AM) Pacific DaylightTime