Asset Management Coordinator

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Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

Physical Inventory, Compliance Tracking and Asset Verification

• Provides 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 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.

• 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…