Facilities Operations Lead; Administrative Analyst​/Specialist Facilities Planning & Management Department

Position: Facilities Operations Lead (Administrative Analyst/Specialist I), Facilities Planning & Management Department
Facilities Operations Lead (Administrative Analyst/Specialist I), Facilities Planning & Management Department

Job no: 555297
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary:

Under the general direction of the Executive Director, Facilities Planning, Design & Construction (FPDC), with primary responsibility to the Manager of Capital Outlay Administration, the Administrative Analyst/Specialist - Facilities Operations Lead provides analytical, operational, and administrative coordination for Facilities Planning & Management service functions. The position exercises independent judgment to provide lead work direction to administrative staff and supports facilities service delivery, preventive maintenance, and fire/life safety programs to ensure compliant, efficient, and customer-focused operations.

Responsibilities:

• Provide lead direction by assigning, coordinating, and prioritizing administrative staff tasks to ensure efficient workflow and service continuity.
• Monitor staffing and attendance, ensuring adequate coverage and uninterrupted operations.
• Promote a safe, inclusive workplace through clear and professional communication.
• Review and prioritize service requests, ensuring urgent and safety-related work is addressed promptly.
• Apply operational knowledge and sound judgment to support routine and critical service needs.
• Conduct quality control and trend analysis within the CMMS to ensure accuracy, timeliness, and process improvement.
• Track workflow, labor, materials, and cost recovery data to maintain financial accountability.
• Develop and maintain SOPs and train staff on departmental processes.
• Serve as liaison to the University's Emergency Operations Center and support emergency communications.
• Support building trades by resolving service requests and administrative issues.
• Oversee preventive maintenance schedules, compliance documentation, and audit readiness.
• Coordinate campus-wide fire/life safety inspections and preventive maintenance activities.
• Maintain strong working relationships with campus partners, vendors, and stakeholders.
• Ensure regulatory compliance and schedule corrective actions as needed.
• Serve as escalation point for campus service inquiries and publish service-related communications.
• Provide customer service training and collaborate with managers to support workflow and service quality.
• Perform other related duties and special projects as assigned.

Minimum Qualifications:

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS two years of related experience.

Required Qualifications:

• • Working knowledge of standard theories, principles, practices, and techniques related to the program and/or administrative specialty; ability to develop conclusions and recommendations.
  • Thorough knowledge of applicable policies, procedures, and external regulations.
  • Working knowledge of operational and fiscal analysis methods.
  • Ability to independently plan, organize, coordinate, and manage work involving diverse and competing priorities.
  • Skill in researching, developing, and evaluating policies and programs, including collecting and interpreting data to support sound recommendations.
  • Expertise in investigating and analyzing complex administrative issues; ability to anticipate and proactively resolve problems.
  • Strong ability to interpret, organize, and clearly present information in writing and presentations.
  • Ability to train staff on new procedures and provide lead work direction.

Preferred Qualifications:

• Experience in higher education or large-scale facilities management.
• Familiarity with CMMS and preventive maintenance programs.
• Knowledge of fire/life safety, regulatory compliance, budgeting, and contract administration.
• Experience supporting facilities operations, public works, or program coordination.
• Strong leadership, organizational, analytical, and communication skills.
• Ab…