ASSISTANT HOUSING OPERATIONS MANAGER

ADMIN SUPV 1 (007374)

UCPath Position ID: MI-DPT317000-JC007374-PD168415

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703719

Approved Date:

7/9/2024 4:45:14 PM

Date Last Edited:

7/9/2024 4:45:10 PM

Last Action Effective Date:

5/1/2021

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:

MI-DPT317000-JC007374-PD168415

Position Description ID

168415

UC Payroll Title:

ADMIN SUPV 1 (007374)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40040461

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40043252

Department Head Payroll Title:

ADMIN MGR 2

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

4919 & 4920

Front Desk Student Workers

13-19

5187

Housekeeping Manager and Custodial Supervisor if RHM is not present

1-4

POSITION SUMMARY

Assist the Building Manager in overseeing the day to day Front Desk & Building operations for residential area housing up to 3,000 residents primarily during afternoon, evening, week-end and holiday hours.  Front Desks are in operation 24 hours per day, seven days per week, year round and employs up to 36 part-time students.  Frequently interact with personnel from various University departments, University students, and external customers (i.e., conference clients, vendors and resources).  Supervise the areas of responsibility during the Conference season, including the innovation of operational modifications to meet the unique needs of the Conference clients, and ensure the appropriate transition between the Academic Year and Conference Center operations.  Act as point person for all facility related issues within realm of responsibility.  Execute other functions and responsibilities as assigned by Residence Hall/Apartment Manager.

At UCLA Housing & Hospitality Services (H&HS), 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&HS 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&HS 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. AMAZING BENEFITS Starting Day One!

SUPERVISION OF PERSONNEL RESOURCES

Assist Building/Apartment Manager in the recruitment, interview and selection of qualified work force personnel for the Front Desk in accordance with University policies and procedures. Ensure that personnel are trained and knowledgeable of University rules and regulations and departmental goals.  Provides regular, on-going feedback regarding work performance of student staff. Takes corrective action with employees when directed by the Building Manager, including disciplinary procedures.

Ensures Student Supervisor schedules front desk personnel staff according to budget and varying work loads, and to maintain a smooth flow of operations. This includes scheduling for holidays and vacations.

Ensures accurate Front Desk personnel records are maintained, including fingerprinting authorizations, disciplinary action, vacation and sick accruals, certification of time reporting and reconciliation of payroll and payroll ledgers.

Assists in the training of the Front Desk staff for all tasks and duties performed. Major areas of training include customer service, cash handling, access procedural duties and emergency preparedness.

By participating in frequent shifts at the desk analyzes service needs and results to ensure that services are maintained at the established standards. Recommends changes in service standards to meet customers' needs to the Building/Apartment Manager.

Ensure appropriate system utilization by staff by monitoring of system-related work requirements.

Participates in meetings on or off campus. Driving University vehicle for the purposes of transporting of equipment and/or materials as needed between halls.

65%

FINANCIAL MANAGEMENT AND CONTROL

At the delegation of the Building/Apartment Manager, supervise the reconciliation and deposit of funds on a daily basis. Ensures that all University policies, auditing guidelines and departmental procedures are followed.

Assists Building/Apartment Manager ensuring that all vendor invoices for Housekeeping and the Front Office are processed according to University and departmental guidelines and that payment occurs.

Assists in the reconciliation of General Payroll, income and expense ledgers. Ensures that discrepancies are corrected in accordance with proper auditing procedures.

Processes billing to student accounts for infractions, damages and key replacement.

Assists Building/Apartment Manager in keeping accurate housing records in conjunction with the Housing Assignments/Receivables and ResLife offices.

25%

FACILITY MANAGEMENT

Assists in maintaining the proper inventory and security of resident room/apartment, utility and master keys. May initiate and monitor lock changes and maintain keying schedule records.

Assists in management of the building emergency plan for situations such as fire, earthquake and power outages. Communicates with ResLife, UCPD, LAFD to ensure that residents and staff have proper information and knowledge of what to do in emergency situations. Ensure proper staff training and participation in building evacuations. Monitor staff performance during or after emergency situations and provide feedback regarding both positive and negative performance.

Evaluate emergency situations and initiate appropriate action in the absence of the Building Manager.

Handle other special assignments 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

Bachelor's degree in a related area and/or equivalent years of experience/training

Preferred

Or

1-2 years

Demonstrated experience supervising or directing teams

Preferred

1-2 years

Property management experience

Preferred

Skill in supervising staff including delegating work to accomplish departmental goals and objectives, while motivating individuals to work together as a team.

Required

Skill in organizing and monitoring assignments to complete work in a timely manner when there are changes in workload, interruptions, changing priorities, conflicting deadlines and competing requirements.

Required

Skill in working independently and following through on assignments with minimal direction.

Required

Ability to communicate effectively on a one to one basis and in small group settings to delegate work assignments, conduct unit business, and explain department/University policies and procedures as applicable.

Required

Interpersonal skills sufficient to interact effectively and tactfully with diverse department/University personnel at various levels and with the public, including students, in all matters pertaining to the operation of the units.

Required

Knowledge of cash handling procedures.

Required

Working knowledge of fire-fighting equipment as to its type, class required locations, testing methods and maintenance.

Preferred

Ability to work personal computers, utilizing software such as Microsoft Office, hospitality software, graphics software, e-mail and calendar software and other applicable systems.

Required

Ability to write concise, logical and grammatically correct documents sufficient to prepare schedules, plans, procedural and training manuals and evaluations.

Required

Working knowledge of departmental personnel and payroll procedures, such as time reporting.

Preferred

Demonstrated experience in supervising individuals in a high-volume public contact setting.

Required

Must have and maintain a valid California Driver's License in order to drive a University vehicle.

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 Operations and Safety

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

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

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.