General Information
| Job Description | PROJECT POLICY ANL 2 | Working Title | Administrative and Project Specialist |
|---|---|---|---|
| Job Code | 007397 | Grade | 19 |
| Department Name | Maintenance Services - D01201 | Department Head | Adam Schnirel |
| Supervisor | Christopher Pillen | Effective Date | 10/31/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Applies professional concepts to conduct analytical studies or projects of moderate scope and complexity to address a variety of policy, research and procedural issues. Fully analyzes issues and problems, gathers data and information, finds and evaluates alternatives and makes sound recommendations. |
Department Custom Scope
| Under the general supervision of the Superintendent of Maintenance Services, the Administrative and Project Specialist will provide data analysis, support project management, and coordinate the administration of the Maintenance Services unit within Facilities Services. The Administrative and Project Specialist will provide direct support to the Superintendent, Assistant Directors of Maintenance Services and Project Manager by applying analytical skills to aid in the development, execution, and evaluation of unit procedures, policies, programs, and projects. The incumbent will recommend administrative procedures concerning short and long-term solutions when implementing new projects and initiatives; oversee progress, troubleshoot, plan and coordinate a variety of projects, assignments and programs with multiple deadlines. Utilizes the work order system to prepare analytic reports, summaries and KPIs for Maintenance Services and FS Leadership; analyzes data, produces reports including operational performance metrics, trends and forecasts to be used for strategic planning. The incumbent works collaboratively with Facilities Services staff and Senior Leadership, as well as across the campus community with campus partners. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience with data analysis, visualization and reporting using statistical software such as Tableau and Excel. | Required |
| Experience in the design and implementation of internal controls, standard operating procedures and process improvement. | Required |
| Experience with Microsoft office suite, Word, Outlook, PowerPoint, Excel. | Required |
| Experience with project management concepts and tools. | Preferred |
| Previous experience in a similar position and/or a higher education environment. | Preferred |
| Experience and/or knowledge of UC/UCR systems, policies, procedures and regulations. | Preferred |
| Experience with work order and/or work management systems. | Preferred |
| Experience with Construction project software. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid Drivers License | Preferred |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Provides administrative and project support to Maintenance Services leadership; maintains calendars, coordinates meetings and associated documents; oversees, maintains and organizes files, supplies, equipment, etc. Drafts, collects and manages briefing and background materials; informs leadership of time sensitive issues and materials. Liaison and facilitator of FS departmental programs and initiatives such as onboarding/off-boarding, performance management, etc. | 25 |
Provides a variety of analytical duties in support of a function, research initiative, program and/or organizational unit.
|
15 |
Using subject matter knowledge, collects and prepares information for use in discussions, meetings of internal and external constituents.
|
10 |
Participates in administrative/research policy and program project planning and development.
|
10 |
Provides recommendations and guidelines involving programs/initiatives.
|
10 |
Coordinates program planning and collaboration with program/project staff.
|
10 |
Applies professional or research concepts to perform analysis of data and systems pertaining to moderately complex projects, policies, initiatives, processes, and/or functions.
|
5 |
Gathers and assembles analytical and factual data on assigned problems and issues to prepare reports and/or analyses summarizing information on the assigned issues and commenting on other significance for internal or external constituents.
|
5 |
Prepares, edits and modifies documents including research reports, manuscripts, presentations and proposals.
|
5 |
On a project basis, performs analytical studies on a variety of policies, research initiatives, programs and issues.
|
5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing. | Required |
| Demonstrates ability to use sound judgment in responding to issues and concerns. | Required |
| Working knowledge of applicable policy analysis techniques. | Required |
| Proficient in ability to use discretion and maintain all confidentiality. | Required |
| Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail. | Required |
| Proficient in ability to multi-task with demanding timeframes. | Required |
| Demonstrated problem resolution, analytical and organization skills. | Required |
| Demonstrates strong planning, organizational, time management and administrative skills; skill to organize, manage and follow up on assignments/projects. | Required |
| Proficiency with computer and software programs such as Microsoft Suite, Tableau, Web-Based Work Order System Software, etc. Ability to compose, proofread, edit and/or approve grammatically correct and accurate correspondence, summaries, notifications, etc. Ability to utilize spreadsheet and database software to generate reports on a frequent basis, or ad hoc as needed. Ability to use query systems and tools to gather data and information to generate meaningful reports, analyses, and metrics. | Required |
| Working knowledge of common organization- or research-specific and other computer application programs. | Preferred |
| Project management skills with the ability to plan, execute, identify complex problems and related information to develop and evaluate options. Ability to recommend solutions to monitor performance and ensure quality. | Preferred |
| Knowledge of process improvement, cost/benefit analysis, balanced score card and change management methodologies. | Preferred |
| Knowledge/familiarity with Facilities Services nomenclature/ work environment including maintenance, construction, custodial, landscape and/or building operations. Knowledge of construction industry, construction terminology and processing of construction documents. | Preferred |
| Knowledge of applicable UC policies and procedures; knowledge of UC Facilities Manual and UCOP processes related to planning, design, construction and maintenance. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
| Overtime | Required |
| Travel | Required |
| Ability to operate University vehicles for business and operational needs. | Preferred |
| Ability to possess or obtain a valid CA Driver's License in accordance with the California Department of Motor Vehicles. | Preferred |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |