Facilities Use Administration Program Specialist (Administrative Analyst/Specialist Exempt I)

Careers Listing•Fullerton, CA

1d•Onsite

About The Position

The Facilities Use Administration Office within the Division of Administration and Finance serves as a resource for coordinating space use, special event permit compliance, insurance, and state cost recovery for third-party events and filming. We are seeking an exceptional individual to join our team as the Facilities Use Administration Program Specialist (Administrative Analyst/Specialist Exempt I). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness.

Requirements

Bachelor’s degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices, or programs plus two years of related experience.
Working knowledge of and the ability to apply standard theories, principles, practices, techniques applicable to the program or administrative specialty to develop conclusions and make recommendations.
Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program or administrative specialty.
Working knowledge of operational and fiscal analysis and techniques.
Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Skilled in research, development, and evaluation of policies and programs.
Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations.
Expertise investigating and analyzing problems with broad administrative impact and implications.
Ability to anticipate problems and address them proactively.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to train others on new skills and procedures and provide lead work direction.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license.

Nice To Haves

Experience developing and administering contracts or facilities use agreements.
Experience with website content management systems (CMS) and social media platforms in a professional or organizational capacity.
Experience developing and executing marketing and promotional materials, including digital and print publications.
Experience processing Expenditure Transfer Requests (ETR) and/or preparing Unrelated Business Income Tax (UBIT) reports.

Responsibilities

Developing, implementing, and administering the campus facilities use program.
Serving as a primary contact for third-party events on campus, working with campus departments, division leadership, and external customers to facilitate contractual and operational event needs.
Independently managing all Facilities Use Administration functions, including prioritizing activities, processing support requests, evaluating insurance documentation, and coordinating projects.
Reviewing required documents (proof of insurance, Fire Marshal permit, etc.) and obtaining necessary approvals, waivers, and exceptions for facilities requests.
Determining appropriate fees and resource requirements.
Planning and executing marketing strategy, including advertisements in industry publications, department website management, and social media, to attract clients and promote university facilities.
Developing and maintaining a procedural manual containing policies, procedures, and associated costs for facility leasing.
Identifying, recommending, and implementing best practices for facility use processes and policies.
Processing Electronic Transfer Requests (ETR), completing monthly reconciliation, and preparing the annual Unrelated Business Income Tax (UBIT) report.
Exercising a high degree of independent judgment and discretion in evaluating and approving requests for hosting events on campus.
Other duties as assigned.