Administrative Operations Manager

ADMIN OFCR 3 CX (004800)

UCPath Position ID: 40057452

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1114136

Approved Date:

3/19/2026 9:54:07 AM

Date Last Edited:

3/19/2026 9:54:03 AM

Last Action Effective Date:

11/2/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

341500 - MAINTENANCE AND ALTERATIONS

Position Details

UCPath Position Number:

40057452

Position Description ID

166070

UC Payroll Title:

ADMIN OFCR 3 CX (004800)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40139517

Reports to Payroll Title:

FAC MGR 3

UCPath Department Head Position Number:

40139517

Department Head Payroll Title:

FAC MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Reporting to the Director of Maintenance and Alterations, the incumbent is responsible for comprehensive administrative, operational, and analytical support to the Director and Assistant Directors on department-wide operations, staffing coordination, project lifecycle management, and financial monitoring. Provide assistance to the Facilities Management Finance Office in the preparation of the annual projected budget and end-of-year fiscal reconciliation.  Monitor and analyze financial trends and operational data to support leadership decision-making. Serve as support liaison with Campus HR and coordinate recruitment, position management, and headcount tracking activities. Oversee departmental review and closure of projects and work orders in Maximo, ensuring accurate financial reconciliation and compliance with campus reporting requirements. Perform advanced data mining and analysis using enterprise systems (Maximo, UCPath, Kronos, Laserfiche, DocuSign) to identify trends, inefficiencies, and improvement opportunities. Support continuous process improvement initiatives across administrative and operational workflows. Oversee vehicle utilization program for all of Facilities Management and vehicle/equipment databases. In addition, oversee the departmental phone systems, including telephone service requests.

Budget

1. Assist in the preparation of the projected annual $75M operational budget using historical data, projected needs and data from a variety of computerized databases, including Maximo, Kronos, and Job Management Systems, etc.

2. In coordination with the Facilities Management Finance Office, directly monitor the operational budget of $75M for the Director of Facilities Management Maintenance & Alterations that includes the Campus and CHS.

3. Provide recommendations to the Director and Assistant Directors regarding fund transfers among account and job numbers based on analysis of current and projected spending trends.

4. Identify anomalies to the Director, Assistant Directors, and Sr. Superintendents (Sr. Educational Facility Planners) and investigate problems and make recommendations.

5. Prepare ad hoc reports for Director, Assistant Directors, Chief Operating Officer, Superintendents, and Managers of Maintenance & Alterations.

6. Review budgeted headcount with Director, Assistant Directors, Chief Operating Officer, Superintendents and Managers of Maintenance & Alterations to ensure the allocated approved positions are accurate and meet operational goals.

7. Oversee annual inventory of departmental assets (including high value assets/inventory for all cost centers)

8. Review/audit invoices for purchased goods/services (e.g., vehicles, cell phones, uniforms, office equipment, job advertisements, office furniture, safety glasses etc.)

35%

Analysis

1. Gather data, identify and analyze trends on various aspects of the crafts work programs. This includes, but is not limited to: Trouble Call costs, volume and repeat problems; mix of OMP versus recharge work; estimated versus actual construction costs; and material costs/labor ratios and deferred maintenance projects.

2. Make recommendations to Chief Operating Officer regarding policy or procedural changes necessary to correct inefficiencies or to improve operation.

3. Provide production control project status to hospital administration.

4. Perform comprehensive data analysis and problem identification by utilizing internal and external resources available to obtain and verify facts.

5. Write reports which include problem analysis and problem resolution recommendation for the Director.

6. With the Chief Operating Officer, develop programmatic goals and objectives.

7. Create and develop Production Control Unit goals and objectives.

8. Identify and establish PCU priorities.

9. Create and develop evaluative measures for PCU effectiveness.

35%

Databases

1. Oversee the maintenance of administrative operational databases for items such as vehicles, pagers, cell phones, GPS devices, radios, departmental equipment and expense reimbursements.

2. Provide Risk Management with loss reports for insurance claims.

3. Provide ad hoc reports to Director, Assistant Directors, Chief Operating Officer, Superintendents, and Managers of Maintenance & Alterations.

4. Track equipment and tool expenditures and report data to Director and other Managers.

10%

Deferred Maintenance

1. Assist the Department in researching and developing current and future year's unfunded priorities. Analyze project backlog requests to determine if it meets criteria of UCLA system-wide policy for DM funding.

2. Gather and analyze data from a variety of sources to monitor budget for deferred maintenance projects, etc. from numerous funding sources such as, but not limited to: - Bond  - 19900 (State) - Student Fees

3. Research, compile and input the pertinent project data into computerized maintenance management system and produce reports.

4. Manage and track current program by providing on-going in-depth analysis of Deferred Maintenance backlog system database.

5. Track all current projects to ensure timeliness and that expenditures are in-line: - Identify shortfalls and surpluses and recommend adjustments and redistribution of funds. - Ensure completion and closure of projects in Maximo.

10%

Vehicle Utilization Program

1. Work closely with Fleet and Transportation regarding the University Vehicle Utilization Program.

2. Monitor expenditures regarding repairs, gasoline usage, and general maintenance.

3. Recommend replacement vehicles and process purchase / vehicle loan requests.

4. Provide Facilities Management Directors and FM Assistant Vice Chancellor with analysis of vehicle utilization transportation for all Facilities Management vehicles.

5. Perform utilization analysis on entire Facilities Management fleet.

6. Purchase and track GPS devices on vehicles through Telenav software and recommend vehicles for GPS devices.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor’s degree in related area and/or equivalent combination of education and experience or training

Preferred

Demonstrated skill in financial analysis, planning, monitoring, budgeting and budget report preparation in order to analyze financial data for various reports, recognize trends, or potential problems, and recommend solutions and alternatives

Required

General knowledge of construction trade as it relates to construction methodology, construction scheduling, work scopes, schedules, and budgets in order to monitor the expenditures of various projects and monitoring of Preventative Maintenance Program.

Preferred

Ability to recommend solutions to Production Control Superintendent and Analyst in order to achieve sound time management skills and control of projects and work proactively to mitigate delays, legal confrontations, budget problems

Required

Demonstrated analytical skills to define information, problems, situations, procedures, etc., identify relevant issues, and generate reasonable and appropriate alternatives or solutions

Required

Ability to establish and maintain cooperative working relationships with peers, department and university personnel, and the public in order to promote services provided by Facilities Management

Required

Ability to work under fluctuating workload conditions with frequent interruptions, distractions and emergencies.

Required

Advance knowledge/use of PC's, laptops and software, including, but not limited to MS Office, Access, Excel, Project, Word, Laserfiche and computerized project maintenance system (Maximo) and payroll timekeeping (KRONOS)

Preferred

Working knowledge of University policies and procedures related to budgeting and accounting.

Preferred

Working knowledge UCPath system, Kronos timekeeping system, MAXIMO computerized maintenance management system and Express Travel

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Facilities Management CoGen Building

•

General office equipment

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.