"Administrative and Facilities Project Coordinator"

Position Information

The Administrative and Facilities Project Coordinator provides executive level coordination and support to SOM Facilities. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine and its clinical affairs. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of the Facilities Manager and take these into account in coordinating their schedule. Manage the calendar of the Facilities Manager, assuring they are fully briefed and have all relevant background materials for each engagement. Manage all aspects of the Facilities Manager's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the Facilities Manager's role as it applies to each situation. Staff relevant SOM committees and work-groups: develop and distribute agendas, attend meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate policies and procedures within the office to achieve maximum efficiency. Assists with planning and execution of facility and space planning projects for various SOM locations. Must have the ability to multi-task and meet deadlines.

The full salary range for the Administrative and Facilities Project Coordinator is $32.74 - $52.32 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.

As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

This position will be 100% onsite at the UCR campus location. A hybrid schedule will be assessed based on operational need after the completion of a six month probationary period or six months in the position.

Requirements

Educational Requirements

• Bachelor's degree in related area and/or equivalent experience/training. Required
• Master's degree in a related area and/or equivalent experience/training. Preferred

Experience Requirements

• Minimum of 2 years of related experience. Required
• Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support. Required
• Previous experience in facilities or project management. Preferred
• Previous related experience in a medical school, medical center, or hospital environment. Preferred

Special Conditions

• Overtime Required
• Travel Required

Minimum Requirements

• Ability to use discretion and maintain all confidentiality.
• Ability to remain flexible at all times with changing priorities and last minute changes.
• Ability to work with a diverse group at all levels of an organization including faculty, staff, students, senior administrators and external constituents.
• Ability to compose correspondence that clearly and concisely provides information.
• Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use sound judgment in responding to issues and concerns.

Preferred Qualifications

• Demonstrated knowledge and understanding of academic and administrative structure of UCR.
• Ability to work self-sufficiently on assigned task with minimal supervision. Demonstrate the ability to work independently and within a team.

Key Responsibilities

• 40% Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. Provides analytical and project management support to Facilities Manager and facilities team as needed. Interacts extensively with senior staff to gather needed data and information, analyzes a wide range of complex issues and requests, provides sound recommendations, takes action to resolve problems and follows up to ensure issues are resolved appropriately. Works with appropriate internal and external vendors for new hires, office moves, renovations, repairs and equipment needs for SOM Education building and other SOM buildings, as necessary. This includes coordinating installations of data/communication lines, managing inventory of office furniture and verifying billing information. Submitting work orders and following up on order status. Facility onboarding process, validation and assessment of employee workspace. Responsible for maintaining and updating floorplans and facility directory. Responsible for managing and tracking facility PO's and work orders. Orders office supplies and maintains inventory of various items, such as masks and hand sanitizer. Other duties as assigned.
• 15% Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, et cetera. Coordinates calendar for Facilities Manager, making scheduling decisions on their behalf. Synthesizes and reviews information and briefs in advance of meetings, conferences and travel. Ensures all logistics are taken care of relating to travel and events attended by Facilities Manager.
• 10% Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Screens incoming mail and tracks action items to ensure timely response. Routes mail, responds to or redirects correspondence as appropriate. Briefs the Facilities Manager on problems of significance and urgency and offers suggestions on possible actions or responses. Manage shared facilities email account.
• 10% Participates in the development and revision of standard operating procedures and guidelines.
• 5% Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
• 5% Conducts trends analyses and helps develop resulting recommendations.
• 5% Monitors, and tracks usage of office supplies and Personal Protective Equipment (PPE) orders supplies as needed.
• 5% Coordinates SOM Space Committee meetings, providing agenda and deliverables needed. Acts as staff representative and completes action items. Provides reports to co-chairs of departmental Space Committees. Assists SOM Education building's Safety Manager with safety for building occupants. Represents SOM at Campus Facility Managers and Safety meetings; provides pertinent updates to department.
• 5% Staffs various ad hoc committee meetings and/or task forces, as needed. Other duties as assigned.

To apply, visit https://jobsportal.ucr.edu/jobs/36738331