Office Administrator - Facilities - 141326

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

Job summary

University of California - San Diego Medical Centers seeks an Office Administrator to support the FPDC Division. You will manage complex calendars, drafts communications, coordinates events, and streamline processes. This role requires discretion, organization, and the ability to juggle competing priorities.

The position supports senior leadership, coordinates divisions with HR, Finance, IT, and campus partners, and helps maintain governance and workflow across the health system.

Qualifications

• Seven (7) years of related experience or a Bachelor’s degree plus three (3) years in a related role.
• Proficiency with Outlook, Teams, SharePoint, Word, PowerPoint, and Excel.
• Experience supporting senior leaders in large, complex environments.

Responsibilities

• Coordinate executive calendars, meeting coordination, travel arrangements for senior leadership.
• Draft and distribute divisional communications, presentations, and reports.
• Support division events, leadership meetings, retreats, and special functions.
• Improve administrative processes and divisional operational efficiency.
• Assist with budgeting, financial documentation, and resource planning.
• Coordinate onboarding, interviews, and personnel logistics.
• Maintain SharePoint sites, Teams channels, and electronic filing systems.

Skills

Outlook

Microsoft Teams

SharePoint

Word

PowerPoint

Excel

Multi-tasking

Discretion & confidentiality

Communication

Education

Bachelor's degree in related area

Tools

SharePoint

Job description

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).