Under the direction of the Director of West Campus Operations, this Administrative Analyst will serve as the lead analyst of East and West Campus Operations which involves Operational Coordination of the Trades, Fire & Life Safety and Access Control & Security Systems teams, Supply Chain Management, Customer and Vendor Relations, and Performance Metric analysis, and occasionally assist in East Campus Operations. The incumbent will have a dotted line indirect reporting relationship to the Assista... more details
Under the direction of the Director of West Campus Operations, this Administrative Analyst will serve as the lead analyst of East and West Campus Operations which involves Operational Coordination of the Trades, Fire & Life Safety and Access Control & Security Systems teams, Supply Chain Management, Customer and Vendor Relations, and Performance Metric analysis, and occasionally assist in East Campus Operations. The incumbent will have a dotted line indirect reporting relationship to the Assistant Director, Administration & Communications of administration, communications, and operations of the units and zone. This incumbent will manage the flow in and out of the Director’s office pertaining to trades, fire & life safety and access control & security systems (ACSS). H/she will be responsible for keeping the inventory of goods, ordering, monitoring deliveries and receiving. This incumbent will collaborate with FSC Purchasing for value/best price matching in accordance with University. This incumbent will develop and revise department Service Level Agreements, vendors and key stakeholders as appropriate. The incumbent will analyze CMMS data and generate reports to improve performance metrics for Facilities operations. This incumbent will also assist the team in purchase orders, invoices, training request and any other operational duties as assigned. This incumbent participates in the ACSS governance work group.
The final salary and offer components are subject to additional approvals based on UC policy.
To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)
Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.
For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Minimum 3-years’ experience working in a facilities operations environment.
Experience with People Soft, MyExpense, Bear Buy, MyAccess, HBS.
Experience with safety protocols and safety procedures/guidelines.
University experience or comparable experience supporting a large complex service-oriented institution or business.
High degree of proficiency with a Computerized Maintenance Management System, preferably IBM Maximo.
Bachelor's degree in business or related area and 3-5 years of demonstrated customer service experience and/or equivalent combination of education and experience.
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
Knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Knowledge of common University-specific computer application programs.
Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Strong skills in short-term planning, analysis and problem-solving and customer service.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality.
Ability to analyze problems, determine solutions, and make decisions based on analysis
Ability to work in a fast-paced environment and sometimes in an emergent situation based on the type of customer service calls that come through the call center.
Ability to work without direct supervision and handle multiple projects simultaneously.
Demonstrated experience with creating reports and ad hoc reports in Excel.
Demonstrated experience with responsibilities requiring timeliness and a strong attention to detail.
High degree of proficiency in Microsoft Suite (Outlook, Word, Excel, Access, and PowerPoint).
Must be able to coordinate and self-manage multiple projects while encountering multiple interruptions.
Extensive experience with MS office, especially with Microsoft Excel and PowerPoint; familiarity with databases/Microsoft Access.
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