Grounds and Contracts Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: TBD_940897

Position Description History/Status

Approved Date:

1/28/2026 12:48:32 PM

Date Last Edited:

1/28/2026 12:48:29 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

317000 - ON CAMPUS HOUSING

Position Details

UCPath Position Number:

TBD_940897

Position Description ID

251519

UC Payroll Title:

ADMIN SUPV 2 (007375)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058377

Reports to Payroll Title:

FAC PROJECT MGR 2

UCPath Department Head Position Number:

40058377

Department Head Payroll Title:

FAC PROJECT MGR 2

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

005198

FAC SUP 1

1

007990

LANDSCAPE GROUNDS SUPV 1

2

008132

GROUNDSKEEPER LD

4

008133

GROUNDSKEEPER

22

008134

GROUNDS EQUIP OPR

11

008102

IRRIGATION MECH

3

POSITION SUMMARY

The Grounds & Contracts Manager is responsible for leading and overseeing the Housing Groundskeeping team, as well as managing all related contracts for large-scale vendors, utilities, fleets, and waste management services. This position ensures the efficient operation of grounds maintenance, regulatory compliance, and financial coordination with UCLA Insurance & Risk Management. The Manager is responsible for the day-to-day oversight of the Groundskeeping team, which is tasked with maintaining the outdoor spaces across the Northwest campus, University Apartments North, and University Apartments South. This includes coordinating ground maintenance projects and supervising a team of 40-45 employees, including one direct report. The Manager plays a key role in supervising operational staff to ensure adherence to departmental policies, procedures, and internal controls, while promoting accountability and stewardship of resources. In addition to supervisory duties, the Grounds & Contracts Manager will oversee compliance with housing-related regulations and ensure the department's resources—both operational and human—are managed effectively and in accordance with established standards and procedures.

At UCLA Housing & Hospitality (H&H), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&H team members enjoy significant opportunities for professional and personal growth in a supportive work environment. No matter what your role, you will join more than 2,600+ H&H team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

GROUNDS MANAGEMENT

Provide strategic leadership and oversight for the Grounds Department in alignment with Housing & Hospitality operational goals. Supervise and support the Grounds Manager in managing staffing, training, performance, resources, and daily operations. Oversee landscape maintenance programs, sustainability efforts, and capital improvement projects across UCLA Housing properties while ensuring budget adherence, service quality, and operational efficiency. Collaborate on short- and long-term planning, including process improvements and equipment replacement. Serve as a liaison to senior leadership, ensuring effective communication, policy compliance, safety, and continuous professional development within the Grounds team.

30%

CONTRACTS ADMINISTRATION

Manage and oversee contracted maintenance and service agreements supporting Housing Maintenance, including trash and recycling, e-waste, equipment maintenance, fire/life safety compliance, specialty equipment services, and summer turn vendor coordination. Procure and administer vendor contracts, review proposals, coordinate vendor walks, and ensure timely completion of work. Verify and approve vendor, utility, and refuse charges per contract terms while identifying efficiency opportunities. Serve as the primary point of contact for utility and refuse contracts and assist with agreements through Campus Purchasing or Campus Facilities. Act as an intermediary between management, construction teams, and vendors as needed.

15%

BUDGET ADMINISTRATION AND UTILITY ANALYSIS

Support preparation and management of the Utilities and Housing Grounds Shop budgets by analyzing prior-year expenses, monitoring utility usage, and producing monthly cost reports. Analyze utility data to identify trends, discrepancies, and efficiency opportunities. Provide analytical and administrative oversight of the department’s operating budget, including utilities, contracted services, vehicle operations, and Grounds programs, ensuring accurate expense tracking and policy compliance. Reconcile utility billings and support financial planning. Provide administrative and analytical support for the Major Maintenance program, including coordinating project proposals, assisting with funding requests, and maintaining project tracking to ensure fiscal accountability and alignment. Analyze utility data for trends, investigate deviations, and identify inefficiencies. Provide analytical and Analyze utility data to identify trends, variances, and inefficiencies. Provide analytical and administrative oversight of the department’s operating budget, including utilities, contracted services, vehicle operations, and the Housing Grounds program. Manage annual and monthly budget preparation, expense tracking, reconciliations, and variance reporting to ensure fiscal accuracy and compliance. Support data-driven financial planning and the Major Maintenance program through project coordination, funding requests, and active project tracking. Assist with interdepartmental requests and system tracking for work orders.

40%

VEHICLE FLEET MANAGEMENT

Work as intermediary and point of contact for Housing on all vehicle matters with Fleet Services. Coordinate annual vehicle purchases. Oversee, manage and track vehicle fleet and special equipment, including preventative maintenance, disposal, and repairs. Maintain internal vehicle records and manage administrative tasks relating to vehicles.

15%

•

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

in Business Management or related field, or equivalent experience

Required

5-7 years

experience as an administrative analyst, budget, operations, or program support role.

Required

2 years

experience leading or directing teams .

Preferred

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Demonstrated leadership and supervisory skills to effectively manage, develop, and evaluate managerial and operational staff.

Required

Strong analytical and problem-solving abilities to assess operational needs, interpret data, and develop sound recommendations.

Required

Proficiency in Microsoft Office applications, particularly Excel, and ability to learn and utilize PAC, Automated Work Order & Inventory Systems, and other database software.

Required

Working knowledge of facilities and grounds management operations, including budgeting, resource planning, and maintenance coordination.

Required

Knowledge of University and departmental policies related to purchasing, bidding, and contracting.

Preferred

Skill in planning, organizing, and prioritizing multiple projects and assignments under changing deadlines and competing priorities.

Required

Ability to communicate clearly and effectively, both verbally and in writing, to produce professional correspondence and reports.

Required

Skill in developing and maintaining accurate records, reports, and documentation related to operations, purchases, and contracts.

Required

Proven ability to foster collaboration, teamwork, and positive working relationships with staff, peers, administrators, and external partners.

Required

Ability to analyze and prepare operating budgets, monitor expenditures, and ensure fiscal accountability.

Required

Commitment to promoting workplace safety, compliance, and operational excellence consistent with University and departmental standards.

Required

Must possess and maintain a valid California Driver’s License; position is subject to the California DMV Pull Notice System and continued employment is contingent upon a satisfactory driving record.

Required

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Housing & Hospitality

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.