Administrative and Facilities Project Coordinator

Job Title

Administrative and Facilities Project Coordinator

This position provides executive-level coordination and support to the School of Medicine (SOM) Facilities. The Coordinator will manage the Facilities Manager’s calendar, prepare briefing materials, lead committee and workspace projects, and provide analytical and project‑management support on a wide range of issues to advance SOM’s institutional priorities.

• Coordinate the Facilities Manager’s schedule, ensuring all engagements are fully briefed with relevant background materials.
• Provide executive‑level programmatic and administrative support on projects, programs, and matters of importance to SOM and its clinical affairs.
• Develop and distribute agendas for SOM committees and work‑groups; record highlights, track action items, and initiate follow‑up as needed.
• Maintain electronic and hard‑copy filing systems for easy retrieval; initiate policies and procedures within the office to achieve maximum efficiency.
• Assist with planning and execution of facility and space‑planning projects across SOM locations, including coordinating installations of data/communication lines and managing office furniture inventory.
• Oversee facility PO’s and work orders, order office supplies, and maintain inventory of items such as masks and hand sanitizer.
• Provide analytical and project‑management support to the Facilities Manager and facilities team; analyze complex issues, provide sound recommendations, and follow up to ensure resolution.
• Screen incoming mail, track action items, and brief the Facilities Manager on significant issues and urgency.
• Participate in the development and revision of standard operating procedures and guidelines.
• Maintain compliance with federal and state requirements and internal policies; conduct trend analyses to support recommendations.
• Represent SOM at campus facility manager and safety meetings, providing pertinent updates and reports to co‑chairs of department spatial committees.
• Staff various ad‑hoc committee meetings and task forces as needed.

• Bachelor’s degree in a related field and/or equivalent experience/training.
• Minimum of 2 years of related experience.
• Demonstrated extensive project‑management experience providing high‑level executive support.
• Previous experience in facilities or project management.
• Experience in a medical school, medical center, or hospital environment is preferred.
• Ability to use discretion and maintain confidentiality.
• Flexibility to adapt to changing priorities and last‑minute changes.
• Strong organizational and multi‑tasking skills.
• Excellent communication and interpersonal skills, both written and verbal.
• Proficient with common organization‑specific computer applications.
• Ability to apply sound judgment in responding to issues and concerns.

• Demonstrated knowledge of UCR academic and administrative structure.
• Self‑sufficient work style with minimal supervision while also collaborating effectively in a team.

Full salary range: $68,361 – $109,244 per year. Hourly range for contractors: $32.74 – $52.32 per hour.

This position is 100% onsite at the UCR campus. Travel is required. Overtime may be required. A hybrid schedule may be considered after a six‑month probationary period.

Applicants must have current work authorization. UCR does not sponsor employment visas.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under federal, state, or local law. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a federal and state contractor.

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UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California. The campus is a living laboratory for exploring critical community issues.

The role is within the School of Medicine, Department of Maria Aldana, under the supervision of Cynthia Carolina.