Job Summary

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all duties but works independently in performing all procurement services, inventory control, work control functions and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training and evaluation. Provide directions and oversees setup and break down during University Housing Services major events to laborers.

Key Responsibilities

• Preparing, processing, and researching purchase requisitions.
• Responsible for interactions with the campus Procurement Services staff in maintenance of requisition and purchase orders.
• Verifies, processes, and researches all invoices to be paid.
• Schedules and coordinates OSHA required physicals, vaccines and hearing tests for all or partial facilities staff.   Keeps current with monthly OSHA requirements and code regulations.   
• Maintains records of all safety equipment provided to facilities staff for Housing 
• Primary database administrator for Housing’s Total Management Assets (TMA) work order system.  Performs day-to-day administration, creates and closes work orders, trouble shoots problems or creates specialized reports, solves problems, maintains data to meet our departmental needs.  Responsible for analysis, implementation, and creation of various administrative systems within the TMA program to support organizational needs.
• Generates, analyzes, and distributes monthly TMA detailed reports to Director of Facilities and Management Personnel.  Creates detailed history and unprocessed work orders for each Housing building.
• Back up to the Assistant Director for Facilities Operations to the S2, security access card program.  Create, troubleshoot, resolve issues for students or staff.   Ability to provide access card history reports to the appropriate staff members for judicial needs.
• Maintains inventory of first aid supplies for facilities staff, residence offices, and for UHS staff; restocks as needed.  Restocks and orders new supplies each year as needed. 
• Creates and maintains records and organizes storage areas in each building, in storage pods, and parking garage to ensure all space is being utilized correctly.  Works with supervisors to keep the areas clear and organized.  Keeps records of department’s equipment and their location.
• Maintains a count of furniture in storage facilities areas, compiles inventories for DFO, and coordinates the delivery or removal of furniture as needed.  Leads teams of movers to complete projects and ensure an accurate count and storage of furniture.
• Develop preventive maintenance work orders for Laborers and adjust accordingly based on staffing.
• Maintains dept. expense database which includes record keeping of all requisitions, making recommendations to the Database Administrator on adjustment to the expense database in relation to forms, reports, and tables where needed to accurately assist in reconciling with the University expenses.
• Responsible for the selection, training, and supervision of student assistant(s)
• Responsible for submitting payment requests and staff reimbursements.

Knowledge, Skills & Abilities

• Thorough knowledge of methods, procedures and practices, English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Working knowledge of software applications: word processing, spreadsheet (Excel), database management (Access).
• Ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity under general supervision.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to handle multiple work priorities, organize and plan work and projects.
• Ability to make independent decisions and exercise sound judgment.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Ability to train new skills and procedures.
• Demonstrated ability to work alone as well as with other people when assigned to do so.
• Ability to work flexible hours and weekends as needed.
• Demonstrated knowledge of computer applications: MS Word, Excel, Access, PowerPoint, Google docs, etc
• Ability to learn and use People Soft software application, StarRez, the internal housing database system and TMA, Total Management Asset system.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough knowledge of university methods, procedures, and practices.
• Thorough knowledge of English grammar, business writing, punctuation, and spelling.  Ability to compose and appropriately format correspondence and reports.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Thorough knowledge of office systems, and ability to use broader range of technology, systems, and packages.
• Ability to work independently and handle multiple work unit priorities and projects.
• Ability to solve common and unique problems using reasoning and judgment to develop practical, thorough, and creative solutions.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Demonstrated competence in effectively presenting standard information in writing.
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, and complete projects accordingly.
• Ability to coordinate and direct student assistant(s).
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
• Ability to complete Defensive Drivers Training Program provided by State of California for CSU campuses.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or 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.

Preferred Qualifications

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

Compensation

Classification: Housing Operations Professional I
Anticipated Hiring Range: $4,282/month - $4,367/month (Step 2 – Step 3)
CSU Salary Range: $4,198/month - $6,115/month (Step 1 – Step 20)

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

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: January 23, 2026 through February 8, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

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

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and 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 policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.