#134008 Building Services Administrative Support

DESCRIPTION

Under general supervision of the Building Services Assistant Director, review Building Services monthly financial statements. Analyze financial information and provide summary to the Assistant Director for review. Provide administrative support for annual budget planning and year-end fiscal closing activities. Reconcile Building Services invoices in Maximo and Oracle with the overhead budget; identify invoices charged to overhead and match with the correct work order on the state budget. Generate work order activity reports in Maximo. Identify open work orders and coordinate with managers for proper completion and closeout. Identify errors and resolve reconciliation discrepancies using University/department procedures. Independently monitor the status of the work orders for projects that fall under Building Services in planning stage, execution stage, completion and payment stage. Verify accurate data is entered into Maximo, confirm with Superintendents and Supervisors that inspections are complete and payment is approved. Coordinate with B&F to assist with resolving payment issues.

Collect data to assist with budget requests, staffing, special projects, and generate reports associated with unit operations. Purchase departmental items by gathering necessary information, preparing transactions, verifying deliverables, and contacting vendors for corrections for purchases to ensure that purchases are cost effective for the University. Arrange and coordinate meetings and training programs of varying size and complexity for multi-level internal and external customers. Enter and reconcile expenses such as catering invoices and other expenses to go to approver for payment.

Act as the main point-of-contact to the campus, vendor and division employees. Provide general information about FM Building Services. Maintain and update training records on spreadsheets and in files. Assist in organizing special events related to Triton Day, Earth Week and other affairs.

Provide staffing support including maintaining updated organizational charts, staffing and vacancy reports. Track recruitment processes and assist with recruitments including scheduling interviews, conducting reference checks and servicing as the POC for all HR functions. Maintain updated list of TES, workers comp and disability employees. Provide administrative support for the on-boarding and off-boarding processes, including tracking of probationary and annual appraisals and work location status reports.

Maintain equipment inventory for capital and non-capital items, depreciation, replacement costs, repair cost and life cycles.

QUALIFICATIONS

• Experience providing administrative services and clerical support to an operational unit and/or administrator. Knowledge of standard office procedures, processes, and filing systems.

• Experience extracting accurate and useful information from computerized databases and other sources, conducting analyses and generating spreadsheets and reports.

• Demonstrated experience using business systems and applications including Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe, database management programs, and internet applications and tools.

• Demonstrated knowledge of generally accepted accounting principles and practices and ability to perform basic financial calculations and analyses.

• Working knowledge of human resource administration. Demonstrated knowledge and understanding of document management and records retention policies as it relates to staffing, recruitments, and other human resource functions.

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

• Experience scheduling and coordinating meetings and conferences.

• Demonstrated strong interpersonal and communication skills. Ability to interact with diverse staff either on campus or within the outside community through effective oral and written communication. Ability to effectively work individually or in teams and with diverse groups.

• Demonstrated ability to practice and model the fundamentals of UC San Diego's Principles of Community.

• Ability to exercise confidentiality of sensitive materials.

• Skill in performing detailed and complex tasks and procedures accurately. Demonstrated ability to prioritize work and meet deadlines.

• Ability to efficiently use standard office equipment such as copier, scanner, fax machine, etc.

SPECIAL CONDITIONS

• DOJ/FBI background checks and clearances required prior to employment.

• May be required to work overtime.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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 a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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