OSG Admin Assistant, Work Order Desk

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 07-24-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Physical Planning, Development & Operations (PPDO) manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital and space planning, space management, and the associated business services necessary to support these functions. The University's main campus is spread across more than 2,000 acres and includes over 500 buildings comprising more than 8 million square feet. The department includes operating budgets of over $60 million, manages a project portfolio of approximately $990 million, and employs over 400 full-time staff to carry forth the duties necessary for the campus' development and operation.

More information can be found at: https://ppdo.ucsc.edu/physical-plant/

JOB SUMMARY

Under the general supervision of the Support Services Coordinator, the OSG Administrative Assistant, Work Order Desk works with the Physical Plant Support Services Operations team of administrative assistants. The incumbent performs all Physical Plant Work Order Desk services and general administrative duties in support of Physical Planning, Development & Operations (PPDO) sub-units. The Support Services team members are cross-trained in other administrative areas of responsibility and fill in for those roles as needed.

APPOINTMENT INFORMATION

Budgeted Salary: $28.47-$31.90/hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: Five Months from Hire Date

Work Location: UC Santa Cruz Main Campus

Union Representation: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

75% - Work Order Operations

• Serves as primary contact for phone inquiries and secondary contact for email and online customer service inquiries and work order requests at Physical Plant.
• Answers phones for work requests and other customer inquiries.
• Receives and initiates action on work order requests placed through phone, email, FAMIS360, and other channels.
• Troubleshoots reported problems, processes work order requests, and assigns priority levels.
• Dispatches emergency work orders (DIN) to the appropriate mechanic when applicable, following established protocols.
• Maintains phone contact with crews in the field.
• Determines work order billing responsibility based on areas of state support vs auxiliary units and type of work requested, and generates work orders to bill appropriate budget accounts.
• Follows up with customers to obtain budget account information as necessary for recharge work order requests.
• Updates budget accounts for recharge work orders as needed by customer request.
• Tracks work order status and processes customer notifications for job starts, job delays, and job conclusions.
• Follows up with customers on open work orders that have missing or incomplete information.
• Responds to customer inquiries regarding job status or incomplete work, and follow up with appropriate crews or other parties as necessary for status updates.
• Provides work order details and cost reports as requested by customers.
• Closes work orders in FAMIS360 upon completion of work as directed.
• Serves as liaison with PPDO in response to campus-wide calls.

25% - Unit Administrative Support

• Maintains, updates, and creates new Google, Office Suite, or other documents as operating needs change.
• Processes shutdown notifications, including email notifications and calendar updates.
• Coordinates and reports to campus units and departments regarding emergencies, planned utility and road shutdowns, and traffic/work advisories.
• Emails notices to appropriate campus units, updates shutdown calendar, and acts as liaison if questions or problems arise.
• Maintains and updates shutdown notifications email group and shutdown calendar customer access.
• Notifies Chancellor, Vice Chancellors, Deans, etc. if a cogeneration plant shutdown duration will be more than two hours.

REQUIRED QUALIFICATIONS

• Problem-solving skills, including the ability to initiate actions within established guidelines, using good judgment in organizing, coordinating, and overseeing the work order and customer service mission of Physical Plant.
• Organizational skills sufficient to anticipate department needs.
• Ability to work with minimal direction and follow concurrent tasks to completion in an environment with constant interruptions and under the pressure of deadlines and heavy workload.
• Excellent oral communication skills.
• Ability to work in a team environment and collaborate on projects.
• Excellent interpersonal and customer service skills, including pleasant telephone manner, the ability to exercise tact in dealing with diverse groups of people with a wide variety of professional and educational backgrounds, personalities, and work styles, and the ability to give clear, concise information.
• Experience in clerical and administrative activities in a busy office environment; ability to perform tasks with great attention to detail; excellent typing and computer skills; ability to process forms, reports, data entry, etc., with accuracy and speed; and proficiency in the use of English grammar, including spelling and punctuation.
• Ability to work with data needed and keep the campus up to date on all Physical Plant's departments.
• Demonstrated experience in creating, maintaining, and updating Excel spreadsheets, Microsoft Word documents, and Google Suite applications, including documents, sheets, calendar, and drive.
  

PREFERRED QUALIFICATIONS

• Knowledge and experience working with Facilities Maintenance Management software.
• Knowledge and experience with campus facilities and areas of state support vs auxiliary units.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to work long periods of time at a computer with or without accommodation.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.
a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.