General Information


Job Description FAC MGT SPEC 2 Working Title Facilities Management Specialist 2
Job Code 005194 Grade 19
Department Name SOM Finance & Administration - D02013 Department Head Maria Aldana
Supervisor Cynthia Carolina Effective Date 01/03/2023
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 campus policies and procedures to resolve a variety of facilities management issues. Works on facilities management problems of moderate scope where analysis of situations or data requires a review of a variety of factors.

Department Custom Scope
The Facilities Management Specialist 2 position will support our clinical, off-site and campus buildings in a wide range of facility related support requests. This position will work independently and as a team to perform reconfigurations, remodels, staff moves, resolve building issues, tenant improvements, building safety, stay within code and compliance for clinical, campus and off-site building space. Incumbent will be responsible for documenting, tracking, prioritizing and closely monitoring multiple small to medium projects and task with a high level of complexity and detail.

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
Previous experience in facilities management. Preferred

License Requirements

Certification Requirements
Certification Requirement

Educational Condition Requirements
Condition Requirement

Key Responsibilities

Description % Time
Works with management to coordinate and manage capital improvement projects with Capital Projects and actively participates on committees and/or meetings concerning capital improvements to departmental facilities. Works with onsite contractors and other vendors to coordinate work schedules, facilitate emergency access, and track progress of work.
  • The Facilities Management Specialist 2 position will perform and resolve a wide range of facility related support requests, reconfigurations, remodels, staff moves, building issues, tenant improvements, building safety, code, and compliancy for clinical, campus and off-site building space. Responsible for documenting, tracking, prioritizing and closely monitoring multiple small to medium projects and task with a high level of complexity and detail. Works closely with customers and campus partners, identifying needs and project scoping to resolve customer issues. Conducts job walks and attends project meetings with vendors and contractors. Tracks and closely monitors all vender work orders. Follows up, documents and processes service orders using the Service Now ticketing system. Obtains bids with vendors and contractors as needed to provide assessment and project cost to the customer. Coordinates deliveries, schedules, and performance of all facility related vendors. Plans and schedules vendors and furniture installations and employee and/or equipment moves. Reviews completed work to verify conformance to standards or repair requirements.
25
Acts as department equipment custodian through the equipment tracking system(s) and conducts department inventory controls, including processing and maintaining records of equipment insurance requests.
15
May serve as "Department Access Key Controller" as defined by the UCPD Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed, recovering department keys from departing personnel, reporting any failure to recover access control keys to department management and UCPD, and securely storing unassigned keys in the department's UCPD-approved cabinets.
10
Conducts regular periodic rounds to inspect areas for security, fire and accident hazards and takes appropriate action as required, including reporting infractions of fire and building codes, building rules and other building irregularities to management.
10
Coordinates and carries out department signage, display, and promotional needs.
5
Purchases supplies, conducts bid proposals and supervises small-scale department renovation projects.
5
Reviews facility project drawings or plans and reports building need compliance, errors or omissions to management, organization personnel, and outside contractors.
5
Acts as department representative for department/organization special projects related to department facilities.
5
Assists management in development of annual facilities budget.
5
May act as Building Coordinator for organization emergency/disaster preparedness for assigned venues, serves as the communication liaison between organization service agencies and building occupants, and prepares building response plans and coordinates education and planning in this area for all building occupants.
  • Conducts regular inspection tours of buildings, interior common areas and the exterior space for deficiencies, potential safety, health, or code problems and necessary repairs. Serves on the Emergency Preparedness Committee, Safety Committee, and building safety committee training and awareness
5
May act as representative of organization safety committee, organization building emergency committee, and organization ergonomic program, and is responsible for departmental compliance with OSHA/EH&S regulations regarding state and organization policies and procedures, and works to implement safety and emergency preparedness policies and procedures with staff, including maintaining first aid supplies, fire extinguishers and other safety equipment.
5
Maintains and supervises distribution, security and maintenance of department radios.
5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Working organizational skills to work on multiple projects with competing deadlines, to establish goals and work load priorities, and to meet project deadlines within budget and time constraints. Required
Working knowledge of practices and procedures relating to facility maintenance. Required
Skills to work independently and as part of a team. Required
Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents. Required
Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems and ensure cooperative and productive working relationships. Required
Skills to work under pressure of deadlines in a stressful environment. Required
Working knowledge of practices and procedures of safety and emergency preparedness. Required
Ability to Independently conduct space management, facilities/furnishings planning studies; read, understand, and interpret building codes, architectural drawings, and construction plans; principles and procedures of facilities/furnishings planning which includes program planning and space management; space utilization, allocation guidelines. Preferred
Ability to develop and maintain positive customer relationships. Preferred
Ability to effectively coordinate facility furnishings with space allocations. Preferred
Knowledge of AutoCAD or similar CAD software, Adobe Acrobat Pro DC , Preferred

Special Requirements & Conditions
Special Condition Requirement
Occasional travel for university related business meetings, conferences and/or professional development. Required
May need to work early mornings or late nights depending on the needs of the project. Required

Other Special Requirements & Conditions

Level of Supervision Received
Supervision

Environment

Working Environment
UC Intellicenter

Other Requirements

Items Used
  • Standard Office Equipment

Physical Requirements
  • Bend : Occasionally
  • Sit : Frequently
  • Squat : Occasionally
  • Stand : Occasionally
  • Crawl : N/A
  • Walk : Frequently
  • Climb : N/A

Mental Requirements
  • Read/Comprehend : Constantly
  • Write : Frequently
  • Perform Calculations : Frequently
  • Communicate Orally : Constantly
  • Reason & Analyze : Constantly

Environmental Requirements
  • Is exposed to excessive noise : No
  • Is around moving machinery : No
  • Is exposed to marked changes in temperature and/or humidity : No
  • Drives motorized equipment : No
  • Works in confined quarters : No
  • Dust : No
  • Fumes : No

Critical Position

Is Critical Position: Yes

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Career OpportunitiesUCR Libraries
Campus StatusMaps and Directions

Department Information

Human Resources
1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493
E-mail: jobshelp@ucr.edu

Footer