Operations Specialist

FAC MGT SPEC 2 CX (004482)

UCPath Position ID: 40125300

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1116802

Approved Date:

7/25/2025 11:59:39 AM

Date Last Edited:

7/25/2025 11:59:34 AM

Last Action Effective Date:

1/15/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40125300

Position Description ID

166174

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)

1

SUPERVISION

UCPath Reports to Position Number:

40905281

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

Dean

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

POSITION SUMMARY

The Operations Specialist serves as the primary contact and initiator of building and facilities-related tasks, including emergency repairs, semester-based faculty office moves, and semi-annual building routine maintenance with both campus and external vendors. They assist with the coordination of building renovation projects, coordinate deliveries of materials, and perform job walks. The Operations Specialist is responsible for the daily oversight of the Law School mailroom.

Building Construction/Renovation & Maintenance

1. Submits facility service requests for building alterations and major/minor construction projects. Manages project timelines and project completion in conjunction with Facilities Management staff. (E) 

2. In consultation with the Director of Building Operations and the Dean of Students, identify student, faculty, and staff ADA needs and coordinate modifications to classrooms, offices, and common areas to accommodate those needs. (E) 

3. In consultation with the Director of Building Operations, identify furniture needs and facilitate the procurement of furniture for classrooms, offices, and common spaces. (E)

 4. Serve as a building coordinator for the Law building and Dodd Hall to address and solve safety and maintenance concerns in the buildings. Coordinate with Community Service Officers, UCFD and UCPD as necessary regarding building safety and security issues. (E)

 5. In consultation with Director of Building Operations and according to established policies and timelines, coordinate regular office maintenance such as staff and faculty office painting, replacing blinds, replacing carpet, replacing furniture, etc. (E) 

6. In conjuction with Director of Building Operations, liaise with external vendors and Facilities Management units such as grounds, custodians, carpenters, electricians, paint shop, sign shop, flooring/carpeting, etc. Coordinate routine and special maintenance and cleaning needs (i.e., annual and semi-annual building cleaning tasks such as waxing floors, window washing, courtyard clean-up, etc.). (E) 

7. In conjunction with the Director of Building Operations, inspect classrooms, student lounge, and common areas of the building (including courtyards, surrounding grounds and landscaping) on a weekly basis to identify issues to be repaired, cleaned or serviced. Submit facilities service requests (FSRs) and trouble calls for issues related to the general building and follow-up to ensure items are addressed in a timely manner. Communicate as necessary with affected parties regarding timeline and status of repair including posting and removing out of order notices in common areas such as drinking fountains. (E) 

8. Ensure classrooms are appropriately equipped and setup for class each day including responsibility for the daily morning room check process. Follow up on any items that need to be repaired including notifying faculty and IT of problems if appropriate. (E) 

9. In conjunction with the Director of Building Operations, coordinate emergency repairs such as flooding in the building, major electrical or mechanical outages, etc. (E)

50%

Building Operations & Administration

1. Manage building storage areas and ensure areas are safely organized. (E)

2. Coordinate building and office signage. Ensure appropriate signage is used and updated when office assignments are made and/or changed. (E)

3. Create and maintain maps of the law school building and relevant portions of other buildings that support law school activities (i.e., Dodd Hall, Capital Programs, Trust Building, etc.). Ensure bthat uilding maps on the law school website remain up-to-date. (E)

4. Manage and distribute all office keys pertaining to the Law Building and other buildings that support law school activities. (E)

5. Manage the Law School's BruinCard readers, including maintenance of access/upload of information. Promptly, enter and remove UID information in to BruinCard system to allow building entry for Staff, Faculty and Students via data entry and batch updates. Coordinate batch updates for student access up to three times per year. Troubleshoot technical issues with IT and BruinCard offices. (E)

6. Manage the distribution and set up of Bruin Voice/Zoom Phone lines for UCLA Law Staff and Faculty. Act as liaison with central IT Services troubleshooting BruinVoice related issues. Update phone directory as needed. (E)

7. Responsible for daily operational management of the Law School mailroom including faculty and staff mailboxes, colloquium literature racks, bulletin boards, internal and external mass mailing distribution, and processing of mail to those no longer affiliated with the Law School. (E)

8. In conjunction with the Director of Building Operations, monitor and update the Building Operations Fresh Service platform including addressing on-boarding ticket for faculty and staff. Ensure that tickets are addressed and completed in a timely manner. (E)

9. Other facilities-related projects as assigned by the Director of Building Operations and Chief Administrative Officer. (E)

40%

Space Management

1. Facilitate and coordinate fall, j-term, and spring office moves for adjunct, part-time faculty, post-doc and fellow offices. Ensure all offices are adequately furnished and equipped with the proper technology to enable faculty to fulfill their academic obligations. (E)  2. In collaboration with the Director of Building Operations, ensure office moves are scheduled proactively and structured to optimize costs of movers,  facilities requests and furniture needed to help the school maximize their operations budget. (E)  3. Assist the Director of Building Operation with yearly faculty office shuffle including coordinating with ladder faculty and organizing office transitions based on seniority. (E)  4. Responsible for yearly space inventory updates. (E)

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 combination of education and experience/training

Required

Prior work in an academic setting.

Preferred

Highly organized with strong attention to detail and ability to work on multiple projects simultaneously.

Required

Superior interpersonal skills and the ability to make connections and work creatively and effectively with diverse students, faculty, staff, administrators, and university personnel.

Required

Highly effective written and oral communication and ability to present information in a manner that is appropriate for the needs of the audience.

Required

Excellent analytical skills and ability to think creatively to solve problems and develop solutions.

Required

Pleasant demeanor and ability to handle stressful environment during peak times.

Required

Ability to work both independently and collaboratively in fast-paced environment.

Required

Working knowledge of University facilities and telecommunications policies and procedures.

Preferred

Strong proficiency with Microsoft Word, Excel, internet, and the ability to learn other software programs and systems with ease.

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.

Ability to work occasional early mornings, evenings and weekends as needed.

Required

Ability to work physically on-site at UCLA's Campus 4 to 5 times per week.

Required

Ability to work 9 AM to 6 PM during the academic year.

Preferred

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E Young Drive East, Los Angeles CA 90095

Standing/Walking

X

X

Sitting

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

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.