Assistant Director, Building Services

FAC SUPV 1 (005198)

UCPath Position ID: 40107108

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1113010

Approved Date:

1/5/2026 12:42:22 PM

Date Last Edited:

1/5/2026 12:42:20 PM

Last Action Effective Date:

9/1/2015

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1160O

Organization:

ANDERSON SCHOOL OF MANAGEMENT

Division Code:

1161D

Division:

MANAGEMENT DIV

Department:

030000 - ANDERSON GRAD SCH OF MANAGEMENT

Position Details

UCPath Position Number:

40107108

Position Description ID

170865

UC Payroll Title:

FAC SUPV 1 (005198)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

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:

40827880

Reports to Payroll Title:

FAC SUPV 2

UCPath Department Head Position Number:

40039531

Department Head Payroll Title:

ADMIN MGR 3

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

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POSITION SUMMARY

The Assistant Director of UCLA Anderson School's Building Services unit assists in the management of the school's physical plant of 350,000 square feet in 7 connected structures and an additional 30,000 square feet of exterior adjacent sites; assists in the coordination and management of all events held within the school, academic as well as social. Responsibilities include providing support and assistance to the Executive Director of Building Services pertaining to management and maintenance of the physical plant and building infrastructure; oversight of facility scheduling, including time and space use of all venues within the school, direct supervision and management of Building Services staff (Anderson's in-house crew of full-time operations staff), including oversight of campus custodial, dedicated campus security, building crafts and trades, mail and document services; establishment of operating policies and procedures; long-term space and infrastructure and equipment planning; project management of building alterations and major/minor construction projects; assistance in the oversight of safety and security programs and emergency response, including the Anderson emergency planning team; assistance in the management and oversight of event planning, consultation and execution of events and programs held on the school's grounds. Acts for the Executive Director of Building Services in his/her absence.

The Assistant Director of UCLA Anderson School's Building Services unit assists in the management of the school's physical plant of 350,000 square feet in 7 connected structures and an additional 30,000 square feet of exterior adjacent sites; assists in the coordination and management of all events held within the school, academic as well as social. Responsibilities include providing support and assistance to the Executive Director of Building Services pertaining to management and maintenance of the physical plant and building infrastructure; oversight of facility scheduling, including time and space use of all venues within the school, direct supervision and management of Building Services staff (Anderson's in-house crew of full-time operations staff), including oversight of campus custodial, dedicated campus security, building crafts and trades, mail and document services; establishment of operating policies and procedures; long-term space and infrastructure and equipment planning; project management of building alterations and major/minor construction projects; assistance in the oversight of safety and security programs and emergency response, including the Anderson emergency planning team; assistance in the management and oversight of event planning, consultation and execution of events and programs held on the school's grounds. Acts for the Executive Director of Building Services in his/her absence.

Facilities Management

1. Assists the department's Executive Director of Building Services in maintaining all spaces-classrooms, offices, common areas (halls, restrooms, atria spaces), meeting rooms, grounds, etc. Includes custodial services, as well as the upkeep, repair and maintenance of all lighting, floors, ceiling, painted surfaces, equipment and furnishings. (E) 2. Day to day inspections of the Anderson physical plant to ensure that all building systems are in proper working condition. All facility deficiencies shall be noted and when appropriate, submission of Facility Service Requests will be input in the University's Facilities Management online system. Monitoring and follow up on all reported calls to ensure proper resolution. (E) 3. Using appropriate software programs, develop architectural scaled design layouts for minor alteration and renovation projects (total project value less than $50,000) within the Anderson complex. Interface with the Anderson clients to ensure that the proposed plans are designed to be functional, cost effective and meet all ADA, Fire, Life Safety and other related regulations. Using these layouts, review, edit and revise so as to obtain a final approval signoff from the end-user. Coordinate with University Facilities Management in the preparation of project estimates and construction schedules. Serve as the Anderson onsite Owner Authorized Representative during the construction and completion of these projects. (E)  4. Approve and coordinate all requested minor alteration, improvement and repair work related to furniture and equipment; installation of items such as keyboard trays, bulletin boards, glass/white boards, safety brackets. Track labor charges for this work and verify that correct accounts have been identified and debited. (E) 5. Approve, coordinate and schedule detailed office moves, including physical reallocations, evaluations of electrical load and/or requirements, as well as all other pertinent infrastructure and client requested needs. (E)  6. Coordinate the activities of vendors of Facilities Management, University and others to perform upgrades, renovations and remodels to building equipment and/or facilities. Provide analysis on an ongoing basis of all physical plant building systems in conjunction with the Executive Director of Building Services and UCLA Facilities management staff, in order to identify and implement preventative maintenance procedures and corrective items as needed; compile on a routine basis and analyze such events and trends with the Executive Director of Building Services. (E) 7. Perform various responsibilities as the Assistant Director of Building Services in accordance with the UCLA Emergency Preparedness Program and the Emergency Preparedness Team at Anderson (EPTA). Analyze needs, and procure supplies as required. Attend University sponsored meetings as required. (E)

40%

Building Services Operations

1. Manage, supervise, and direct subordinate Building Services employees daily. Oversee the daily attendance reporting; review and provide approval of all requested benefit time. Allocate and assign overtime based on applicable rules and bargaining unit contractual requirements. Review staff's submitted time and complete the approval process in the University time reporting system.(E) 2. Determine work schedules for all staff to ensure that all operational functions are covered, and customer service requirements are met.(E) 3. Evaluate staff, recommend merit increases and job re-classifications where warranted; conduct yearly employee performance evaluations for all subordinate staff.(E) 4. Manage and oversee personnel issues, provide counseling for disciplinary problems, and recommend corrective action as needed, adhering to University Policy and Practices.(E) 5. In coordination with the Executive Director, Building Services, develop short, long term goals, and objectives for the department. Identify and suggest creative solutions to address managerial, financial and operational issues.(E) 6. Using various reports, forms and client requests, schedule Building Services staff to ensure completion of daily tasks, services and requests. Monitor staff on a regular basis to see that all duties are being carried out and completed as assigned.(E) 7.  Coordinate and review event setup needs with the Executive Director, Building Services, Associate Director of Event Services, and Anderson clients. Manage and oversee the Event and Operation Assistant and other Building Services staff to ensure all events are coordinated in a quality manner.(E) 8. Supervise and manage the staff assigned to the mail room to ensure that all incoming/outgoing mail and packages are delivered and received on a daily basis.(E) 9. Assist Anderson faculty and staff in the preparation of forms and procedures to ship packages, international letters and/or other related materials. Arrange for special pickups as required. Oversee operations to ensure that all special deliveries of express mail, certified and/or special delivery mail is completed.(E) 10. Update the mailroom Faculty and Staff location rosters. Follow established procedures for staff, faculty, and PhDs, and the utilization of Academic and Staff Personnel materials. Maintain accurate labeling of program area, office area, and student club mail boxes.(E) 11. Prepare yearly performance evaluations for subordinate Building Services staff.(E) 12. As a main point of contact for Building Services, interface with all members of the Anderson Community regarding customer service issues. Resolve all complaints with the purpose to provide outstanding customer service.(E) 13. Provide leadership for a diplomatic resolution of conflict situations, while ensuring that an environment exists in which staff can work effectively in their interactions with clients and colleagues.(E) 14. Assist the Executive Director, Building Services in developing the annual Building Services budget. Provide oversight and monitor the Building Services annual budgets ensure that budgets are adhered to.(E) 15. Manage and oversee the recharge funding accounts, ensuring that they are accurately used to recharge customers for services and support.(E) 16. Review and approve key policies annually. Publish policies to the Anderson occupants and distribute as appropriate.(E) 17. Manage and oversee that records of key authorizations are accurately maintained. Ensure that keys are issued and distributed in accordance with the Anderson key policy. Oversee that the key revenues and deposits are maintained in a timely and accurate manner.(E)

40%

Material and Equipment Management

1. Manage and oversee the procurement of equipment and materials by faculty, staff and various departments throughout and within the Anderson complex. Monitor and oversee the purchasing and accounting transactions including PAC and BruinBuy Plus. Oversee and validate submitted purchase orders for repairs and equipment purchases used for improvements to the Anderson complex. Manage, monitor and process purchase orders and LVO's for repairs and equipment purchases used for improvements to the Anderson complex. (E) 2. Manage and oversee the operation of Anderson's Lost and Found property area. Develop processes to provide an accounting of property turned in and returned to the rightful owner. Oversee and manage the inventory of all unclaimed property and the documentation of the turn over to the University lost and found (University California Police Department). (E) 3. Oversee and manage the Anderson reprographic services. Ensure that all photocopying equipment is used for appropriate purposes. Ensure that all photocopying equipment is serviced properly, has sufficient supplies, and is evaluated annually for cost and utilization efficiency. Provide supervision and direction to Copy Room/Operations Assistant I to ensure that all client requests for copies, facsimiles and document scans have been performed in an accurate, efficient and professional manner. (E) 4. Manage and oversee inventory/property management procedures and policies. Update practices annually; ensuring that University of California Business and Finance Bulletin BUS-29, Management and Control of University Equipment are adhered to at all times. Manage and oversee the Support Operations Assistant II to ensure that the yearly equipment inventory is performed in accordance with applicable UCLA Equipment Management policies and procedures. (E)

20%

•

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

Supervisory

Supervisory skills and experience, including team building skills and problem solving abilities. Skills in supervising subordinates, including assigning work, training, critiquing, and evaluating work

Required

Communications

Ability to write correspondence, such as memos, reports as well as policy and procedure documents that are clear, concise and grammatically correct. Oral communication skills to convey and obtain info

Required

Applications

Proficient in designing worksheets, databases, scaled drawings and documents using Excel and Microsoft Word. Possess basic typing skills to prepare forms and correspondence with moderate speed.

Required

Inventory

Knowledge of purchasing and inventory control procedures, including determining needs, selection of items, and stock rotation

Required

Working knowledge of all phases of construction pertaining to remodels, renovations involving TI work in offices, classrooms and other like spaces. Must have a basic knowledge and understanding of the Universities policies, State and Local Building codes, ADA requirements, and general construction.

Preferred

Working knowledge of University forms, policies, procedures and ability to process necessary forms to accomplish required tasks.

Preferred

Ability to communicate in Spanish.

Preferred

Knowledge of and ability to use basic hand tools, such as wrenches, screwdrivers, hammers, and tape-measures. Working knowledge of inventorial control procedures for the management of material resources.

Required

Sufficient knowledge of postal regulations and rates to sort, classify outgoing foreign and domestic mail and advise clients. Ability to handle mail and packages of varying sizes for the purpose of sorting and delivering items to appropriate individuals or departments.

Required

Demonstrated ability to problem solve and make decisions based on appropriate investigation

Required

Ability to establish and maintain collaborative working relationships with staff, faculty, students, campus entities, and external sources. Possesses interpersonal skills to interact effectively with individuals of varying backgrounds and different organizational levels.

Required

Ability to physically lift boxes or materials weighing up to 50 lbs.

Required

Oral communication skills to convey and obtain information clearly, accurately, and with courtesy.

Required

Skills in handling requests, problems and questions independently, accurately and tactfully. Ability to maintain composure and productivity while working with frequent interruptions, and competing priorities. Demonstrated ability to maintain accurate record keeping systems.

Required

Skills in setting priorities which accurately reflect importance of job responsibilities.

Required

Ability to work independently and follow through on assignments with minimal instructions. Ability to follow oral and written instructions and routine procedures.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Anderson - C102 Entrepreneurs Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

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

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

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.