Position Details
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Administrative and Project Specialist
| Job Number | Full/Part Time | Schedule | Salary |
|---|---|---|---|
| 25780996 | Full Time | 7AM - 4PM | $54,200 - $93,200 |
Position Information
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.
**As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. **
**As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. **
Education
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Licenses
| License | Requirement |
|---|---|
| Valid Drivers License | Preferred |
Experience
| 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 |
Special 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 |
Minimum Requirements
Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing.
Demonstrates ability to use sound judgment in responding to issues and concerns.
Working knowledge of applicable policy analysis techniques.
Proficient in ability to use discretion and maintain all confidentiality.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Proficient in ability to multi-task with demanding timeframes.
Demonstrated problem resolution, analytical and organization skills.
Demonstrates strong planning, organizational, time management and administrative skills; skill to organize, manage and follow up on assignments/projects.
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.
Demonstrates ability to use sound judgment in responding to issues and concerns.
Working knowledge of applicable policy analysis techniques.
Proficient in ability to use discretion and maintain all confidentiality.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Proficient in ability to multi-task with demanding timeframes.
Demonstrated problem resolution, analytical and organization skills.
Demonstrates strong planning, organizational, time management and administrative skills; skill to organize, manage and follow up on assignments/projects.
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.
Preferred Qualifications
Working knowledge of common organization- or research-specific and other computer application programs.
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.
Knowledge of process improvement, cost/benefit analysis, balanced score card and change management methodologies.
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.
Knowledge of applicable UC policies and procedures; knowledge of UC Facilities Manual and UCOP processes related to planning, design, construction and maintenance.
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.
Knowledge of process improvement, cost/benefit analysis, balanced score card and change management methodologies.
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.
Knowledge of applicable UC policies and procedures; knowledge of UC Facilities Manual and UCOP processes related to planning, design, construction and maintenance.
Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
For information about our generous employee benefits package, visit: Employee Benefits Overview
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
- UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
- UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
- UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
- Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
- Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
- UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.
The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
For information about our generous employee benefits package, visit: Employee Benefits Overview