Asset Management Coordinator

Type of Appointment: Full Time Long Term Temporary

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $4047 monthly

Work Schedule: Monday-Friday 8am-5pm


THE 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 Universitys 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 Universitys 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 Verification

• Provides direct administrative and field support for the Universitys 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 assets

Asset Records Data Entry and Inventory Documentation

• Provides 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 Support

• Provides 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 Support

• Provides 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 equivalent
• DL NUMBER - Driver License Valid and in State
• Four (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 Work

The 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 CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs 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 Check

Cal 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 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 candidates 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 89521 Requirements

Applicants 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 applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This 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 the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4047 and maximum $5896 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United 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 Requirement

Positions 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 Drivers 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 Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomonas Annual Security Report and Cal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As 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 Accommodation

We 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 to Employment Notices.

Equal Employment Opportunity

Consistent 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 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs 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 Notices

For other important employment notices we invite you to visit Cal Poly Pomonas Employment Notices web page.