DESCRIPTION

Under supervision of the Light Duty Garage Supervisor and with dotted line responsibility to the Heavy Duty Garage Supervisor, this position is responsible for overseeing the daily service schedule for the Central Garage. This involves coordinating service appointments with vehicle stakeholders (Fleet customers) and using fleet management software to manage and forecast vehicle maintenance cycles. As the primary point of contact for customers, this position will manage incoming maintenance and repair requests and create and provide work orders for the Garage Supervisor to assign directly to technicians. Proactively contacting customers and setting up service appointments will be key to providing an optimal workflow to sustain technician productivity levels.

In addition to service scheduling, this position will oversee the management of the Fleet Services Parts room and the department’s auto parts inventory (~$200k in asset value). Examples of inventory items include tires, filters, fluids, oil, and an array of auto parts for vehicles ranging from electric LSV’s, cars, trucks, vans, and transit buses. This involves supporting both Light Duty and Heavy Duty technician teams by ensuring that all necessary parts and materials are readily available onsite for maintenance and repair operations. Using fleet management systems and industry best practices, this position will manage and track inventory levels, conduct regular audits, reconcile discrepancies, and adjust inventory levels to maximize efficiency. They will ensure stock levels are sufficient to meet anticipated demands and implement inventory control procedures to minimize waste and reduce costs. Working with organizational partners, this position will set up vendor accounts and purchase agreements to automate part orders and streamline purchasing processes throughout the department.

Coordinates key compliance functions and associated compliance reporting including annual vehicle inspections, environmental compliance and reporting, registration processes, etc. Responsible for adherence to relevant laws, regulations, and standards. This position plays a vital role in ensuring the efficient operation of fleet services by managing both the scheduling of vehicle maintenance and the inventory of automotive parts. Provides strong attention to detail in completing projects and assignments. Proficiently utilizes Outlook, Access, Word, Publisher, Excel and inventory software.

QUALIFICATIONS

• Ability to use sound judgment in responding to issues and concerns. Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Excellent communications skills, with ability to effectively communicate with a diverse group of people in person and on the telephone. Build and maintain positive working relationships with coworkers and customers; respond to requests professionally and timely. Use proficient oral, electronic and/or written communication skills to convey ideas and information; interact with others in a professional manner. Work cooperatively with other units and teams to accomplish collective goals of organization. Build and maintain positive working relationships with vendors and suppliers.

• Solid organizational skills and ability to multi-task with demanding timeframes. Plan and prioritize work assignments; perform work accurately and thoroughly within established deadlines, ensure that finished work is technically correct and conforms to required safety standards.

• Working knowledge of common organization-specific and other computer application programs. Proficiently utilizes Outlook, Access, Word, Publisher, Excel and inventory software.

• Ability to use discretion and maintain confidentiality. Proven ability to effectively, persuasively, and diplomatically collaborate at all organizational levels while maintaining confidentiality and exercising discretion.

• Demonstrated skill utilizing inventory software to accurately track, order and maintain minimums inventory levels.

• Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.

• Knowledge of service compliance for CA vehicle fleets.

• Demonstrated ability to keep accurate orderly files and records.

• Demonstrated knowledge of process improvement, assessing situations, and making recommendations for implementing improvements.

• Knowledge of relevant environmental regulations pertaining to hazmat storage and handling.

• Ability to operate standard and automatic transmission vehicles.

• Ability to model and advocate UCSD Principles of Community.

• Demonstrates competency and commitment to equity, diversity, and inclusion.

SPECIAL CONDITIONS

• FBI/DOJ Background check and clearances required prior to hire.

• Must have access to reliable transportation and/or a valid Class C Driver’s License to operate University vehicles.

• Must participate in DMV Employer Pull Notice Program EPN