Office Administrator - Facilities
Listed on 2026-09-18
-
Administrative/Clerical
Office Administrator/ Coordinator
Payroll
Title:
ADMIN OFCR 3 CX
Department:
Facilities Planning and Management
Hiring Pay Scale: $87,191.75 - $ / Yr
Worksite:
Greenwich Drive
Appointment Type:
Career
Appointment Percent: 100%
Union: CX Contract
Total Openings: 1
Work Schedule:
Days, 8-Hour Shifts , Monday-Friday
Tue 9/29/2026
UCSD Layoff from Career Appointment:
Apply by 09/17/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Reassignment Applicants:
Eligible Reassignment clients should contact their Disability Counselor for assistance.
The Facilities Planning, Design and Construction (FPDC) Division is responsible for the successful execution and delivery of non-capital and capital construction renovation projects across UC San Diego Health. The Division manages projects at Hillcrest, La Jolla, and East Campuses as well as Offsite locations. FPDC consists of Project Managers, Planners, Space and Move, Equipment Planners, Activation and Transition, Project Support, and highly skilled tradespeople.
FPDC works alongside Business Administration and Health Campus Development to form Health Campus Planning & Development.
The Office Administrator reports to the Senior Director, Facilities Planning, Design & Construction (FPDC) and serves as the primary administrative and operational support resource for the FPDC Division. This position is responsible for coordinating executive-level administrative functions, supporting divisional operations, facilitating cross-functional communication, and improving organizational efficiency. The incumbent exercises sound judgment, manages multiple competing priorities, and works independently in a fast-paced environment requiring discretion, professionalism, and exceptional organizational skills.
Responsibilities include, but are not limited to:
- Manage complex calendars, meeting coordination, conference room scheduling, and travel arrangements for the Senior Director.
- Draft, edit, and distribute divisional communications, presentations, reports, and correspondence.
- Coordinate division events, leadership meetings, retreats, and special functions.
- Manage and improve administrative processes, tools, and workflows that promote division-wide consistency and operational efficiency.
- Support departmental reporting, performance metrics, dashboards, scorecards, and operational tracking.
- Coordinate operational improvement initiatives and special projects across internal and external stakeholders.
- Assist with surveys, resource planning, and data collection supporting divisional strategic initiatives.
- Coordinate purchase requisitions, purchase order maintenance, invoice tracking, and non-labor expense submissions.
- Assist with budget tracking and financial documentation.
- Maintain departmental resource plans and organizational charts.
- Coordinate onboarding and offboarding activities.
- Support interview scheduling and candidate logistics.
- Assist with timekeeping, productivity reporting, workforce planning, and personnel documentation.
- Serve as liaison with HR, Payroll, Finance, IT, Supply Chain, Security, and other Health System departments, as well as campus.
- Coordinate office equipment, software licensing, hardware inventory, fleet administration, office supplies, and facilities requests.
- Maintain department SharePoint sites, Teams channels, and electronic filing systems.
- Serve as a resource regarding departmental policies, administrative procedures, and UC San Diego Health systems.
- Perform other related duties and special projects as assigned.
- Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training. Related experience: supporting senior leader in large, complex corporate environments.
- Full proficiency in relevant software tools including Outlook, Teams, Sharepoint, Word, PowerPoint, and Excel. Comfort and interest in learning new tools as needed.
- Familiarity with the organization's processes, protocols and procedures.
- Calendaring and managing multi-organizational meetings.
- Thorough knowledge of common organization-specific and other computer application programs.
- Solid analytical / problem-solving skills.
- Political acumen and sensitivities to the differing perspectives and…
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