Office Administrator - Facilities - 141326

University of California San Diego; San Diego (CA); On-site; USD 87,000 - 127,000; Full time

Job summary

UC San Diego Health seeks an Office Administrator to support the FPDC Division, handling executive calendars, travel, and communications while coordinating division events and cross-functional activities.

The role requires discretion, strong organization, and the ability to work independently in a fast-paced environment at UCSD Health located in San Diego.

Qualifications

• Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.
• Full proficiency in Outlook, Teams, SharePoint, Word, PowerPoint, and Excel.

Responsibilities

• Manage complex calendars, meeting coordination, travel arrangements for senior leader.
• Draft, edit, and distribute divisional communications, presentations, reports, and correspondence.
• Coordinate division events, leadership meetings, retreats, and special functions.
• Improve administrative processes and workflows for division-wide efficiency.
• Support divisional reporting, dashboards, scorecards, and operational tracking.
• Coordinate onboarding and personnel logistics; assist with timekeeping and HR processes.
• Serve as liaison with HR, Payroll, Finance, IT and other departments.

Skills

Calendar management

Communication

Discretion & confidentiality

Time management

Problem solving

Education

Bachelor’s degree in related area

Tools

Outlook

Teams

SharePoint

Word

PowerPoint

Excel

Job description

Payroll Title: ADMIN OFCR 3 CX

Department: Facilities Planning and Management

Hiring Pay Scale: $87,191.75 - $127,027.66 / Yr

Worksite: Greenwich Drive

Appointment Type: Career

Appointment Percent: 100%

Union: CX Contract

Total Openings: 1

Work Schedule: Days, 8-Hour Shifts , Monday-Friday

#141326 Office Administrator - Facilities

Filing Deadline: Tue 9/29/2026

UCSD Layoff from Career Appointment: Apply by 09/17/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Facilities Planning, Design and Construction (FPDC) Division is responsible for the successful execution and delivery of non-capital and capital construction renovation projects across UC San Diego Health. The Division manages projects at Hillcrest, La Jolla, and East Campuses as well as Offsite locations. FPDC consists of Project Managers, Planners, Space and Move, Equipment Planners, Activation and Transition, Project Support, and highly skilled tradespeople. FPDC works alongside Business Administration and Health Campus Development to form Health Campus Planning & Development.

The Office Administrator reports to the Senior Director, Facilities Planning, Design & Construction (FPDC) and serves as the primary administrative and operational support resource for the FPDC Division. This position is responsible for coordinating executive-level administrative functions, supporting divisional operations, facilitating cross-functional communication, and improving organizational efficiency. The incumbent exercises sound judgment, manages multiple competing priorities, and works independently in a fast-paced environment requiring discretion, professionalism, and exceptional organizational skills. Responsibilities include, but are not limited to:

Executive & Administrative Support:

• Manage complex calendars, meeting coordination, conference room scheduling, and travel arrangements for the Senior Director.
• Draft, edit, and distribute divisional communications, presentations, reports, and correspondence.
• Coordinate division events, leadership meetings, retreats, and special functions.

Operations & Business Support:

• Manage and improve administrative processes, tools, and workflows that promote division-wide consistency and operational efficiency.
• Support departmental reporting, performance metrics, dashboards, scorecards, and operational tracking.
• Coordinate operational improvement initiatives and special projects across internal and external stakeholders.
• Assist with surveys, resource planning, and data collection supporting divisional strategic initiatives.

Financial & Resource Support:

• Coordinate purchase requisitions, purchase order maintenance, invoice tracking, and non-labor expense submissions.
• Assist with budget tracking and financial documentation.
• Maintain departmental resource plans and organizational charts.

Human Resources & Personnel Support:

• Coordinate onboarding and offboarding activities.
• Support interview scheduling and candidate logistics.
• Assist with timekeeping, productivity reporting, workforce planning, and personnel documentation.

Division Operations:

• Serve as liaison with HR, Payroll, Finance, IT, Supply Chain, Security, and other Health System departments, as well as campus.
• Coordinate office equipment, software licensing, hardware inventory, fleet administration, office supplies, and facilities requests.
• Maintain department SharePoint sites, Teams channels, and electronic filing systems.
• Serve as a resource regarding departmental policies, administrative procedures, and UC San Diego Health systems.
• Perform other related duties and special projects as assigned.

MINIMUM QUALIFICATIONS

• Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training. Related experience: supporting senior leader in large, complex corporate environments.
• Full proficiency in relevant software tools including Outlook, Teams, Sharepoint, Word, PowerPoint, and Excel. Comfort and interest in learning new tools as needed.
• Familiarity with the organization's processes, protocols and procedures.
• Calendaring and managing multi-organizational meetings.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check and pre-employment physical.
• Must be able to work various hours and locations based on business needs.

Pay Transparency Act

Annual Full Pay Range: $87,192 - $127,028 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $41.76 - $60.84

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. 'Misconduct' means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace