Job Description

Reporting directly to the Assistant Director of Housing Maintenance Administration, the position will provide administrative support for Housing Maintenance and Project Management. Incumbent is responsible for providing support to properties managed by UCLA Housing & Hospitality Services. The position will manage all aspects of Administrative services, establish and evaluate processes and reports related to Training, Accounts Payable, and Human Resource Management. The incumbent previews all open positions with the corresponding management team for job description accuracy; and works with management to create parameters for posting, interviewing, and candidate selection, and fingerprinting, medical review, offer letter and welcome letter issuance for each new hire for the department. The position is responsible for management and maintenance of a customized database of employee information for Housing Maintenance & Project Management; management and maintenance of employee information and time cards in timekeeping system, Kronos. The incumbent will manage the WorkSafe training database including data entry of all employee training throughout the year, ensure Housing Maintenance & Project Management follows all University policies and procedures, updating departmental procedures as necessary. The position will also execute and monitor accounting, purchasing, and payable tasks for all operating accounts managed by UCLA Housing Maintenance and all Housing Maintenance major maintenance accounts, as well as new accounts for all properties newly purchased or constructed using University and Administrative Service systems such as BruinBuy, Maximo, Essbase and QDB. Complete special projects as assigned.

Incumbent independently sets work priorities and timelines based upon Administration and Housing Maintenance calendar and fiscal year requirements to reach established goals and objectives.

The budgeted hiring salary/target range for this position is the posted minimum to $47.76 hourly, with salary placement based on skills, knowledge, and experience.

Job Qualifications

Required Qualifications

• Ability to understand and interpret Payroll and Personnel policies, procedures manual, and labor contracts and internal guidelines.
• Familiarity with Union contracts for Teamsters Skilled Trades, Teamsters Cue, and AFSCME, with regard to labor rules governing those unions and how they interrelate with UC policy.
• Skills to organize information, people, finances and other resources to develop effective programs and bring to closure a variety of project simultaneously while optimizing efficiency and minimizing duplication of effort.
• Demonstrated skills in accounting principles, material management and procedures and experience with automated accounts payable systems. Ability to process forms to accomplish various transactions (e.g., POs, financial journals, fund transfers, non-payroll expenditure adjustments, etc.).
• Demonstrated knowledge of the process of accruing expenses and ability to monitor expense against blanket purchase orders consistent with established policies.
• Working knowledge of Excel, Word, Adobe Acrobat, Kronos and PowerPoint, Access, WorkSafe, BruinBuy, Essbase, Maximo, UCLA Internet Websites, and QDB or equivalent software packages.
• Demonstrated skill and knowledge in data collection/ verification to ensure the accuracy of the reports generated from the system.
• Ability to handle confidential matters with tact and diplomacy.
• Working knowledge of management principles, trends, and practices as applicable to staff supervision and motivation.
• Ability to establish and maintain cooperative working relationships with staff, coworkers, and other university personnel and interact diplomatically with a diversified public.
• Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices.
• Ability to set goals and priorities which accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads, deadlines and competing requirements.
• Ability to work independently and prioritize assignments when faced with fluctuating workload and following through on assignments under pressure with minimal direction.
• Skill in analyzing information, problems, situations, practices or procedures to formulate logical and objective conclusions when problems encountered are complex, unusual, and non-routine.
• Skill in working as a team member, collaborating with colleagues to accomplish the specific and overall goal of the division.
• Skill in analyzing information, problems, situations, practices or procedures to formulate logical and objective conclusions when problems encountered are complex, unusual, and non-routine.
• Skill in working as a team member, collaborating with colleagues to accomplish the specific and overall goal of the division.
• Demonstrated ability to read, write, and comprehend English sufficient to understand and interpret guidelines, documents, and pertinent policies and procedures.
• Ability adjust working hours, and if necessary work overtime to meet the needs of the Office and deadlines.