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Office Coordinator

Expired Job

University Of California San Diego , CA 92140

Posted 2 weeks ago

UCSD Layoff from Career Appointment: Apply by 10/31/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.


Under the direction of the Business Manager of Housing and Dining Hospitality Maintenance Division, the incumbent will perform planning, coordination and administrative tasks relating to the Maintenance Division. This includes maintain payroll and timekeeping records, review RFQ's, preparing construction contracts, review major maintenance budget monitoring, inventory management and requisition, review of planned purchase agreements, assist with training session and maintain unit calendar and website, maintain refrigerant compliance database, purchase requisitions, department orders, Express Card purchases, and ledger review. Liaison with private and campus MRO suppliers and contractors, including responding to maintenance concerns, scheduling service, account inquiries and reconciliation, and evaluation of performance. .

Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with approximately 700 career employees, 1000 to 1200 student employees and an annual operating budget of greater than $189 million. HDH provides housing for approximately 15,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering approximately 6 million sq. ft. HDH is in the midst of implementing an aggressive building plan which will add 5000 new beds and almost double our square footage by 2021.

Currently, HDH houses 38% of UCSD's enrolled students with a goal of housing 50% in the near future. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.

Please visit our website:


  • Skill and ability to plan, develop, coordinate and implement office system to ensure efficient operation. Ability to organize a continuous flow of work in a timely manner while meeting deadlines and with close attention to detail.

  • Demonstrate experience using Financial LIke and IFIS resources to reconcile ledgers, produce monthly financial reports, and perform appropriate journal entries.

  • Proven knowledge of the University of California System wide personnel practices and procedures, collective bargaining agreements between the University of California and applicable unions.

  • Prior experience in payroll and timekeeping process. Demonstrated knowledge of University policy and procedures in areas of payroll and timekeeping.

  • Proven skill to conceptualize, organize, and arrange projects, meetings and plan events, including arranging logistics such as room reservations, ordering audio-visual, catering, producing materials, participant registration, etc.

  • Strong ability to use Microsoft Suite (Word, Access, Excel, Publisher and Outlook), IFIS, UCSD Link Family, Maximo, and Kronos.

  • Effective interpersonal skills in communicating with individuals and groups of diverse cultural and ethnic backgrounds and in working with staff at all levels in an academic environment or large organization.

  • Strong creative and analytical skills to provide solutions which address issues within all functional areas of responsibility. Ability to make independent, analytical judgments

  • Proven knowledge of employee relations practices, procedures and laws with working knowledge of labor relations practices, procedures and laws in a collective bargaining environment including the administration of the grievance processes.

  • Demonstrated knowledge of human resources practices, policies and procedures in a large and complex organization including employment, employee benefits and employee assistance programs.

  • Skill in managing projects by planning, organizing, prioritizing and monitoring work for the purpose of delivering a specific output.

  • Ability to exercise tact, mature judgment, confidentiality, diplomacy and flexibility to promote positive working relationships and job effectiveness.


  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Must have a valid California driver's license and participate in the DMV pull program.

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The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

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Office Coordinator

Expired Job

University Of California