Facilities Managment Specialist 2

Under the direction of the Executive Director and Project Manager, service as Space and Facility Coordinator. Oversee, lead and manage space projects according to Departmental and University policies and procedures. Coordinate office and lab renovations and relocations. Manage and coordinates data input into the UCLA Space Inventory database (used by Facilities Management and Capital Programs for building renovation, by other campus groups for space management and data reporting, and for compliance with UCOP annual analysis of space usage).

Work with Executive Director and Project Manager on space allocation for Department of Medicine. Manage and coordinate data input for all Department of Medicine space into the UCLA space and equipment inventory database (used by facilities management and capital programs for building renovations, by other campus groups for space management and data reporting, and for compliance with UCOP annual analysis of space usage). Train Department MSO's and administrative staff on the space inventory system.

Provide audiovisual technical support and training to department staff and faculty, for a broad range of audio/video equipment. Provide expertise in the operation, troubleshooting, preventative maintenance and user training of multi-media equipment for the Department of Medicine.

Provide administrative support to divisions, units and programs under the DOM that would include purchasing and reimbursements as needed using BruinBuy. Work on various special projects as needed.

Working knowledge of the University space and equipment inventory system/database, policies and procedures. (Preferred)

Knowledge of University policies, procedures and forms: including accounting, travel and entertainment reimbursements, purchasing and material management, ordering office and lab supplies, familiarity with standard University vendors and their products, facilities maintenance and preparing service request forms. (Preferred)

Skill in working as part of a team composed of faculty, staff and administrators. (Required)

Interpersonal skills to communicate diplomatically and effectively with all levels of faculty, staff and non-University entities. (Required)

Ability to use judgment when dealing with confidential information. (Required)

Skill in performing a variety of tasks independently with minimal direction in a timely matter under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities. (Required)

Skill in organizing multiple projects and prioritizing workload in order to meet deadlines in light of changing and/or heavy workload and competing requirements. (Required)

Demonstrated knowledge in working with Word, Excel, and Outlook; PC and MC operating systems. (Required)

Work experience in working with various offices (DGIT, CTS, Facilities, Accounts Payable, Purchasing) and non-University entities/vendors . (Preferred)

Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files. (Required)

Skill in performing with frequent interruptions and/or distractions. (Required)

Skill in using BruinBuy, Travel Express/Concur, and other University systems/applications. (Preferred)

As a condition of employment , the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
Current/former UC employees are subject to a personnel file review.