Administrative Support - HYBRID - 137624

Department Overview:

Building Operations is a large division within the Facilities Management (FM) Department. Building Operations provides the campus community, including two medical centers and other off-site locations with optimal working and learning environments possible through well-maintained buildings and uninterrupted utilities. The annual budget for FM's Building Operation's is $25 Million.

Position Overview:

Under general supervision, provide administrative support to Building Operations Division including but not limited to Trades/Zones Maintenance, and Recharge Projects Team. Act as point-of-contact for inquiries from campus customers, and division employees. Receive and respond to incoming communications; review and determine appropriate action and referral, routing and deadline for correspondence including urgent requests. Maintain follow-up system to ensure that deadlines are met, maintain electronic mail log and hard copy files and provide regular updates. Research and evaluate sources for supplies and services, prepare purchase requisitions and review invoices for accuracy, and reconcile with correct index. Place orders for and maintain office supplies and equipment. Review Building Operations monthly financial statements; generate reports, look for anomalies or discrepancies and notify Supervisor. Provide administrative support to 181 building operations personnel across many activities to include procurement of parts and service contracts, job costing, financial system tracking, equipment support, tracking regulatory compliance, and other programmatic efforts.

• This position offers a hybrid (remote/on-site) work arrangement- four days on-site and one day remote. The on-site location is on the main campus in La Jolla.

• Overtime may be required.

• Experience providing administrative services and clerical support to an operational unit and/or administrator.

• Demonstrated experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite).

• Ability to gather and manipulate data to create and organize reports from varying University intranet programs.

• Experience composing documents, letters and reports utilizing appropriate format and style, correct grammar, spelling and punctuation.

• Proven ability to proofread material for correct grammar, spelling and punctuation.

• Experience scheduling and coordinating meetings and conferences.

• Experience working with generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses.

• Ability to assess problems/procedures, identify and communicate issues, evaluate options within the parameters of established policy and procedures, consider consequences and recommended solutions.

• Strong organizational and administrative skills with demonstrated experience setting priorities, meeting deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy.

• Excellent communication skills, both oral and written; ability to communicate ideas and issues clearly, concisely and accurately.

• Ability to deal effectively with high-level administrators, staff, students, contractors and diverse populations at various levels of the organization.

• Demonstrated ability to utilize sound, independent judgment and respond quickly to emergency situations. Adept at prioritizing, anticipating needs and making independent decisions where precedent may not exist.

• Demonstrated, effective use of tact, diplomacy and confidentiality when scheduling appointments/meetings and screening phone calls.

• Ability to update procedural manuals and implement new and/or revised administrative policies and procedures.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace