Housing Ops Professional II
Cal Poly Pomona
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Job summary
Cal Poly Pomona seeks a Housing Operations Professional II in Pomona to support housing operations, facilities work orders, budget and accounts payable, and key/inventory management. The role emphasizes customer service, process improvement, and coordination with facilities and IT teams.
This is a full-time, on-site position within the University Housing Services department, with a 8:00 a.m.–5:00 p.m. schedule and a $4,617–$4,804 monthly salary range.
Qualifications
- Bachelor's Degree - in related field.
- Driver License, Valid and in State.
- Two years of relevant experience.
- Advanced degree may be substituted for the required education.
- Working knowledge of housing operations systems, policies, procedures, laws and regs, and best practices.
- Strong organizational, analytical, written, verbal, and customer service skills.
- Proficiency with housing operations software and/or related equipment.
Responsibilities
- Provide customer service to students, families, visitors, and staff.
- Manage and process all facilities work order requests and build reports in StarRez.
- Prepare and send facilities-related notices to residents and staff.
- Process purchasing requests, monitor POs, and manage accounts payable.
- Manage key inventory and door access processes with Facilities & IT.
- Oversee service desk and package room operations and training of student staff.
Skills
Education
Tools
Job description
Job No: 562851
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services,Administrative, Probationary, Full Time, On-site (work in-person atbusiness location)
Type of Appointment: Full-time, Probationary
Job Classification: Housing OperationsProfessional II
Anticipated Hiring Range: $4,617 - $4,804 monthly
Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.
This position does not accommodate remote working, and isconsidered an essential staff member.
As a department within the Division of Student Affairs, UniversityHousing Services (UHS) is responsible for delivering a comprehensive student housing experience, which includes operationsin residential life, business operations, facilities management,conference services, and information systems. The department has anannual operating budget of approximately $30 million, makes $2million in annual capital improvements, and houses over 2,800+students. The department has 50 full-time professional staffpersons and is complemented by a student staff of approximately200.
Customer Service
- Provide customer service to students, families, visitors, andstaff related to UHS inquiries (including emails, phone calls,voice messages, and office visits).
- Follow up and communicate all outstanding work order issueswith residents and staff.
- Receive all facilities-related packages and deliveries.
Administer Facilities Work Order System
- Manage and process all work order request, communicate allissues with Leads.
- Build and track work order reports and dashboards in the onlinesystem (StarRez).
- Follow up and communicate all outstanding work orders withresident(s) and staff.
- Prepare, coordinate, and send all facilities-related notices toresident(s) and staff.
- Respond to student, parent/family, and staff concerns.
- Contact and schedule all vendors to perform work on campus asneeded.
- Complete monthly and requested StarRez reports and follow up onoutstanding issues.
Budget, Procurement, and Account Payable
- Prepare all purchasing requests; monitor purchase orders, andfacilities account payables and expenditures.
- Prepare PO amendments, emergency requests, andjustifications.
- Process all invoices and respond to vendor inquiries.
- Maintain an accurate electronic filing system (computer) andbackup 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 thefacilities budget, blanket purchase orders, and capitalprojects.
- Research previous spending trends and make projections for nextfiscal year with the Director.
- Generate facilities financial reports and blanket PObalances.
Key and Inventory Management
- Manage key inventory for UHS facilities, including audits,reconciliations, lockset changes, student exchanges, chargetracking, and semester transitions; coordinate with Facilities& IT to ensure accuracy, security, and reduce lost keys.
- Facilitate the key card process (Onity, Persona) related todoor access, expirations, and replacements; encode/deactivatecards, update door access via mobile unit, and process semesteruploads.
- Coordinate with Facilities & IT related to door accessissues and key replacements. Provide training and guidance toprofessional and student staff on key-related processes.
Office and Package Room Oversight
- Provide oversight of the service desk and package room.
- Coordinate all vendor visits, check out keys, and parkingpermits.
- Develop and maintain comprehensive filing systems, databases,and policies and procedures manuals, with online and paperbackups.
- Lead, train and assign work to student assistants includinginformation dissemination and tasks/duties related to service deskand package room.
- Make travel arrangements, plan itineraries, and preparereports.
- Oversee day-to-day administrative office operations and providemanagement support to Leads and facilities staff and studentassistants.
- Update and maintain the emergency preparedness binder andfiles.
Payroll and Human Resources
- Collect, track, and process staff Absence Requests (vacation,sick, CTO), FMLA, overtime, and docks for all pay periods with theDirector.
- Attend staff payroll and timekeeping trainings.
- Retains documents (physically and electronically) related totimekeeping and payroll.
- Collect, track, and verify Student Assistant Time Sheets foreach pay period.
- Post human resources notices and information for staff tosee.
- Assist in creating student assistant work schedules for thesatellite office - service desk and package room.
- Bachelor's Degree - in related field.
- DL NUMBER - Driver License, Valid and in State
- Two years of relevant experience. Additional experience whichdemonstrates acquired and successfully applied knowledge andabilities shown above may be substituted for the required educationon a year-for-year basis.
- An advanced degree in a related field may be substituted forthe required education on a year-for-year basis.
- Working skills and knowledge of housing operations includinghousing operations systems, policies, procedures, laws andregulations, and best practices. Working knowledge of studentorganizations, collegiate policies, and communications. Strongorganizational skills to plan, organize, and prioritize multipleprojects and large operations. Strong analytical skills to assessoperational efficiency and support budget management. Ability toprovide lead work direction and training to students and housingsupport staff. Strong communication and interpersonal skills towork effectively in a diverse environment and effectively gainbuy-in from students and parents. Proficiency in using housingoperations software and/or related equipment.
- Experience supporting housing, facilities, residential, orsimilar operational functions.
- Experience coordinating work orders, service requests, orfacilities-related operations.
- Experience with purchasing, accounts payable, budget tracking,and financial recordkeeping.
- Experience with key, card-access, or inventory managementsystems.
- Experience providing lead work direction or training to studentemployees or other support staff.
- Experience using housing operations systems such as StarRez orsimilar systems.
- Strong organizational, analytical, written, verbal, andcustomer service skills.
- Proficiency with Microsoft Office applications, including Word,Excel, and Outlook.
The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information, go to the CaliforniaState University Out-of-State Employment Policy.
Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). Theconditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to the CaliforniaState University Background Check Policy.
Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.
This position is part of the CSUEU bargaining unit 9. The CSUClassification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule islocated on the CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $4,617 and maximum $6,727 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.
Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.
Positions that require driving for university business by using apersonal or state vehicle must comply with the AuthorizedUniversity Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to the Authorized University Driver Policy.
The person holding this position is considered a "mandatedreporter" under the California Child Abuse and Neglect ReportingAct and is required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment. Read more at the CaliforniaChild Abuse and Neglect Reporting Act policy.
In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Reportand Annual Fire Safety Report are available for viewing at Cal PolyPomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.
As a federal contractor, Cal Poly Pomona will not discharge or inany other manner discriminate against employees or applicantsbecause they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.
We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at ADACoordinator@cpp.edu. Formore information, go to Employment Notices.
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in auniversity environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1964, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.
As a federal contractor, Cal Poly Pomona complies with the VietnamEra Veterans' Readjustment Assistance Act (VEVRAA) and requestspriority referral of protected veterans for our job openings.
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
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