Facilities Coordinator

FAC MGT SPEC 2 CX (004482)

UCPath Position ID: 40088946

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1110354

Approved Date:

4/23/2026 11:28:37 AM

Date Last Edited:

4/23/2026 11:28:34 AM

Last Action Effective Date:

2/15/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

101000 - MATHEMATICS

Position Details

UCPath Position Number:

40088946

Position Description ID

165905

UC Payroll Title:

FAC MGT SPEC 2 CX (004482)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-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)

0.5

SUPERVISION

UCPath Reports to Position Number:

40049196

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40040854

Department Head Payroll Title:

Dept. Chair

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

POSITION SUMMARY

Under the general supervision of the CAO, serve as Facilities Coordinator for the Department of Mathematics and the Program in Computing. Coordinate facilities and renovation projects, oversee general physical maintenance of space including moving and installing furniture, conduct analysis of building conditions and supervise upgrades. Work with faculty and staff to determine requirements for office, laboratory and conference room furnishings, identify product options and coordinate with vendors, recommend layouts, and coordinate multiple moves. Assist the Chair and CAO in accommodating the space needs of department, conducting studies and audits, compiling data and producing reports. Purchase supplies for department.

The Facilities Coordinator functions independently, receiving general direction from the CAO. The Facilities Coordinator is responsible for setting priorities and is expected to analyze problems, gather data, identify and evaluate options and take action with minimal supervision. Special assignments are given on a project basis by CAO and Chair.

The UCLA Math department is a large department within the Division of Physical Sciences with roughly 50 ladder faculty, 30 staff members, 150 graduate majors, and 2000 undergraduate majors. The research program is significant and covers multiple fields:  Algebra, Analysis, Combinatorics, Functional Analysis, Geometry, Mathematical Logic, Number Theory, Probability & Mathematical Physics, Topology.  Also, Computational Applied Math & Math & Statistical Finance.

Building and Facilities Management

1. Coordinate and interface with Facilities on building maintenance problems and projects for 200,000 square foot building. Review and revise renovation and work plans, work with CAO and Chair to establish priorities and timelines; supervise facilities  staff and troubleshoot problems that arise; ensure work is satisfactorily completed and within budget. (E)  2. Oversee general physical maintenance of space. Inspect all areas on an ongoing basis and report problems in terms of needed building maintenance, repairs, emergencies, cleanliness, heating/air systems and other specialized services. Make recommendations to CAO for building modifications and repairs, and oversee work crews. (E)  3. Conduct regular audits and detailed analyses of conditions of ceilings, painting, flooring, windows, restrooms and HVAC requirements, working with Facilities to initiate and manage immediate and long-term upgrades. (E)  4. Move old furniture and dispose furniture. Assemble new furniture when necessary. (E)

90%

Accounting and Purchasing

1. Utilize PAC, Bruin Buy, and Travel Express to research and process LVOs and purchase orders for supplies and equipment, honoraria and stipends, repair & maintenance agreements and travel reimbursements. (E)  2. Assign proper FAUs, review orders for completeness and appropriateness, respond to queue messages, actively investigate and resolve errors (including unpaid invoices, unfilled orders and missing checks) and initiate related correspondence. (E)  3. Approve invoices for payment, reconcile and resolve any billing or payment problems with vendors and/or Accounts Payable. (E)

Other duties as assigned.

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

in related area and / or equivalent experience / training

Required

Excellent interpersonal skills with ability to establish foster and maintaineffective working relationships with faculty, staff, students, campus units, andvendors of various social, cultural and educational backgrounds.

Required

Experience working with Facilities staff including project managers, painters, carpenters, flooring crew, alternations, plumbing, sheet metal, locksmith and custodial.

Preferred

Skill in interacting effectively with technical staff to direct removal and installation of computing equipment during moves and renovations.

Preferred

Organizational and prioritization skills, with multi-tasking skills to work efficiently and effectively with multiple priorities and frequent interruptions.

Required

Skill in working independently and collaboratively as a team member.

Required

Ability to lift 50 pounds

Required

Ability to work occasional evenings and weekends.

Required

Demonstrated skill in performing detailed work with a high degree of accuracy.

Required

Skill in developing timelines to efficiently manage different tasks, monitor short- and long-range schedules, and coordinate planning efforts from conception through implementation.

Required

Skill utilizing on-line systems including PAC, Bruin Buy, and Travel Express, and Facilities App.

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:

Math Science Building

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

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.