Facilities Management Specialist 1 - 136111

Reporting to the Fiscal Manager, the Facilities Management Specialist 1 provides essential facilities management support to the Jacobs School of Engineering Dean's Office. This position is responsible for assisting the space manager with managing space, maintaining the security access of several buildings and fiscal support. The incumbent will work with various stakeholders to ensure smooth daily operations, including scheduling conference rooms, managing maintenance requests, and overseeing building security systems.

The incumbent plays a central role in the daily operation of the Jacobs School's facilities. Responsibilities include coordinating space assignments, office moves, building repairs, and troubleshooting issues as they arise. Responsible for entering and tracking maintenance requests, following up to ensure timely resolution, and providing regular updates to requesters and the Fiscal Manager. As part of facilities management, liaises with vendors to design, order, and fit new office furniture, manage vendor preventive maintenance schedules, and ensure services meet quality standards. When necessary, they will troubleshoot facility issues independently or work with the appropriate staff to resolve problems.

A key aspect of this role is managing building security. The incumbent oversees the WAMS security system for several Jacobs School buildings, ensuring smooth operations of building entry, managing after-hours access, and maintaining user access for approved staff, students, and campus affiliates. Additionally, manages the Qualcomm Conference Center and other conference rooms, including booking reservations, providing tours, ensuring proper cleanliness and organization, and maintaining updated usage records. Responds to inquiries, manages key and keypad assignments, processing key orders and rekeying requests, and ensuring proper record-keeping for all keys checked out or returned. The position requires a strong attention to detail, excellent organizational and communication skills, and the ability to multitask effectively in a fast-paced environment.

As needed, the incumbent supports administrative projects, fiscal support and other duties. This includes processing reimbursements; processing check payments; prepare and process financial journals, transfer of funds, payroll and non-payroll expense transfer; prepare and submit gift fund forms; ordering, stocking and maintaining supplies; update and maintain electronic files, databases and database applications as required.

• Bachelor's degree in related area and / or equivalent experience / training.

• Knowledge of facility maintenance practices and procedures along with safety and emergency preparedness.

• Effective written and verbal communication skills. Excellent interpersonal skills and strong, demonstrated ability to effectively communicate in professional manner, both orally and written, with individuals at various levels

• Knowledge of the use of standard organization computer applications, Word, Excel and other common desktop applications. Demonstrated proficiency in using computer systems, email programs, internet web browsers and software programs (MS Word, Excel, Google Mail, Docs, Drive, and other relational database software).

• Demonstrated effective listening, interpersonal communication and problem-solving skills to resolve inquiries, address concerns or problems and ensure cooperative and productive working relationships. Excellent interpersonal skills and strong, demonstrated ability to effectively communicate in professional manner, both orally and written, with individuals at various levels. Skill to exercise effective control of situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities. Ability to investigate issues/problems and initiate solutions by communicating problems to the supervisor.

• Demonstrated ability to work independently and as part of a team. Ability to take direction from more than one person and coordinate many simultaneous projects and tasks. Ability to be flexible, adapt and incorporate new ways of approaching a task. Demonstrated understanding of philosophy of quality service and group process with proven aptitude to work as part of team. Foster the Principles of Community.

• Proven ability to work with a diverse group at all levels of the organization including faculty, staff, senior management, students, as well as individuals from various external organizations. Proven ability to work efficiently as a team member and foster positive relationships with co-workers and clients.

• Demonstrated ability to use tact and discretion when working with sensitive and confidential material.

• Ability to work in a very busy interactive environment with frequent interruptions and to perform tasks accurately and quickly with a high degree of professionalism in a rapidly changing, time-pressured environment.

• Strong organizational skills/ability to work independently, prioritize tasks, organize time efficiently, judge information, and meet deadlines and to initiate and track routine independent short and long range projects to completion.

• Working knowledge of basic accounting principles, business math, and bookkeeping for travel reimbursements, payments, and purchasing. Excellent mathematical skills with knowledge of and experience with basic accounting techniques, systems and reconciliation of multiple financial records.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Occasional evenings and weekends may be required.

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