Administrative Operations Manager

Reporting to the Director of Maintenance and Alterations, the incumbent is responsible for comprehensive administrative, operational, and analytical support to the Director and Assistant Directors on department-wide operations, staffing coordination, project lifecycle management, and financial monitoring. Provide assistance to the Facilities Management Finance Office in the preparation of the annual projected budget and end-of-year fiscal reconciliation. Monitor and analyze financial trends and operational data to support leadership decision-making. Serve as support liaison with Campus HR and coordinate recruitment, position management, and headcount tracking activities. Oversee departmental review and closure of projects and work orders in Maximo, ensuring accurate financial reconciliation and compliance with campus reporting requirements. Perform advanced data mining and analysis using enterprise systems (Maximo, UCPath, Kronos, Laserfiche, DocuSign) to identify trends, inefficiencies, and improvement opportunities. Support continuous process improvement initiatives across administrative and operational workflows. Oversee vehicle utilization program for all of Facilities Management and vehicle/equipment databases. In addition, oversee the departmental phone systems, including telephone service requests.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

• Demonstrated skill in financial analysis, planning, monitoring, budgeting and budget report preparation in order to analyze financial data for various reports, recognize trends, or potential problems, and recommend solutions and alternatives (Required)
• General knowledge of construction trade as it relates to construction methodology, construction scheduling, work scopes, schedules, and budgets in order to monitor the expenditures of various projects and monitoring of Preventative Maintenance Program. (Preferred)
• Ability to recommend solutions to Production Control Superintendent and Analyst in order to achieve sound time management skills and control of projects and work proactively to mitigate delays, legal confrontations, budget problems (Required)
• Demonstrated analytical skills to define information, problems, situations, procedures, etc., identify relevant issues, and generate reasonable and appropriate alternatives or solutions (Required)
• Ability to establish and maintain cooperative working relationships with peers, department and university personnel, and the public in order to promote services provided by Facilities Management (Required)
• Ability to work under fluctuating workload conditions with frequent interruptions, distractions and emergencies. (Required)
• Advance knowledge/use of PC's, laptops and software, including, but not limited to MS Office, Access, Excel, Project, Word, Laserfiche and computerized project maintenance system (Maximo) and payroll timekeeping (KRONOS) (Preferred)
• Working knowledge of University policies and procedures related to budgeting and accounting. (Preferred)
• Working knowledge UCPath system, Kronos timekeeping system, MAXIMO computerized maintenance management system and Express Travel (Preferred)

• Bachelor's Degree Bachelor’s degree in related area and/or equivalent combination of education and experience or training (Preferred)

• 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.

7:00 a.m. to 4:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

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