Building Services Administrative Support Job at UC San Diego (San Diego)

Building Services Administrative Support

UC San Diego

Location:
United States , San Diego

Category:
Office Administration

Contract Type:
Employment contract

Salary:

61429.00 - 88030.00 USD / Year ▼

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Job Description:

Administrative support role for the Building Services department within Facilities Management, involving financial analysis, budget support, procurement, meeting coordination, HR support, and inventory management.

Job Responsibility:

Under general supervision of the Building Services Assistant Director, review Building Services monthly financial statements
Analyze financial information and provide summary to the Assistant Director for review
Provide administrative support for annual budget planning and year-end fiscal closing activities
Reconcile Building Services invoices in Maximo and Oracle with the overhead budget
identify invoices charged to overhead and match with the correct work order on the state budget
Generate work order activity reports in Maximo
Identify open work orders and coordinate with managers for proper completion and closeout
Identify errors and resolve reconciliation discrepancies using University/department procedures
Independently monitor the status of the work orders for projects that fall under Building Services in planning stage, execution stage, completion and payment stage
Verify accurate data is entered into Maximo, confirm with Superintendents and Supervisors that inspections are complete and payment is approved
Coordinate with B&F to assist with resolving payment issues
Collect data to assist with budget requests, staffing, special projects, and generate reports associated with unit operations
Purchase departmental items by gathering necessary information, preparing transactions, verifying deliverables, and contacting vendors for corrections for purchases to ensure that purchases are cost effective for the University
Arrange and coordinate meetings and training programs of varying size and complexity for multi-level internal and external customers
Enter and reconcile expenses such as catering invoices and other expenses to go to approver for payment
Act as the main point-of-contact to the campus, vendor and division employees
Provide general information about FM Building Services
Maintain and update training records on spreadsheets and in files
Assist in organizing special events related to Triton Day, Earth Week and other affairs
Provide staffing support including maintaining updated organizational charts, staffing and vacancy reports
Track recruitment processes and assist with recruitments including scheduling interviews, conducting reference checks and servicing as the POC for all HR functions
Maintain updated list of temporary employees, workers comp and disability, Family Medical Leave, medical separations and other types of medical leaves
Provide administrative support for the on-boarding and off-boarding processes, including tracking of probationary, annual appraisals and work location status reports
Maintain equipment inventory for capital and non capital items, depreciation, replacement costs, repair cost and life cycles
Track Memorandums of Understanding, vehicles, uniforms, phones and radios
Oversee the safety shoe program and the square footages reports

Requirements:

Experience providing administrative services and clerical support to an operational unit and/or administrator
Knowledge of standard office procedures, processes, and filing systems
Experience extracting accurate and useful information from computerized databases and other sources, conducting analyses and generating spreadsheets and reports
Demonstrated experience using business systems and applications including Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe, database management programs, and internet applications and tools
Demonstrated knowledge of generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses
Ability to assess problems/procedures, identify and communicate issues, evaluate options within the parameters of established policy and procedures, consider consequences and recommended solutions
Experience scheduling and coordinating meetings and conferences
Demonstrated strong interpersonal and communication skills
Ability to interact with diverse staff either on campus or within the outside community through effective oral and written communication
Ability to effectively work individually or in teams and with diverse groups
Demonstrated ability to practice and model the fundamentals of UC San Diego's Principles of Community
Ability to exercise confidentiality of sensitive materials
Skill in performing detailed and complex tasks and procedures accurately
Demonstrated ability to prioritize work and meet deadlines
Ability to efficiently use standard office equipment such as copier, scanner, fax machine, etc.
Demonstrated knowledge of records management systems and records retention policies, practice and design providing the ability to maintain electronic and hard copy files in a manner that promotes quick retrieval, archiving and purging of records
Proven ability to multitask, prioritize workload, meet a variety of deadlines with frequent interruptions/changing priorities
Demonstrated experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite)
Ability to gather and manipulate data to create and organize reports from varying University intranet programs
Ability to analyze information, situations, problems, policies, procedures, and to identify and resolve problems
Ability to work independently and productively and handle diverse responsibilities
Ability to analyze situations and recommend options

Additional Information:

Job Posted:
February 18, 2026

Expiration:
March 03, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

UC San Diego - All Job Offers

Job Link Share:

Building Services Administrative Support

UC San Diego

Location:
United States , San Diego

Category:
Office Administration

Contract Type:
Employment contract

Salary:

Job Description:

Job Responsibility:

Requirements:

Additional Information:

Job Posted:
February 18, 2026

Expiration:
March 03, 2026

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Job Description:

Job Responsibility:

Requirements:

Additional Information:

Job Posted:February 18, 2026

Expiration:March 03, 2026

Looking for more opportunities? Search for other job offers that match your skills and interests.

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