Job Details

Facilities Access Coordinator

  2022-05-17     University of California Santa Cruz     Scotts Valley  

Facilities Access Coordinator

Location: Scotts Valley

Job ID: 34556



UC Vaccination Policy: With limited exceptions, for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.


UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-04-2022


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.


The Colleges, Housing and Educational Services (CHES) is a multi-funded organization of the Business and Administrative Services division at UC Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services and facilities, employee housing and capital planning, business and financial analysis, dining services, conference services, early education services, and the Bay Tree Campus Store and ID card services. Through these units educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

The Facilities unit of CHES provides comprehensive facilities support to over 9,500 student residents in ten colleges and six associated residential communities, as well as seven Dining facilities. The department maintains 186 buildings of 2 million square feet. Facilities employs 45 represented and non-represented career staff and over 100 student staff positions, and manages an annual budget of approximately $9 million.

The mission of the Facilities unit is to plan for, develop and maintain a comfortable and safe physical environment for residents, and cost effectively maintain the assets of the campus in a manner that meets the highest standards of the housing and facilities management profession in coordination with other campus facilities units.

More information can be found here:


Under the general supervision of the Operations Coordinator, the Access Coordinator provides a wide variety of administrative and operational functions to all areas of the Colleges, Housing and Educational Services (CHES), including UCSC Dining, Conference Services, College Student Life (CSL) offices, Facilities, Physical Panning, Development Operations (PPDO), and other campus units who need access to housing and dining facilities.

The Access Coordinator is the primary resource to CHES and the other units regarding key, access card and lock management, and access control issues.


Salary Information: $71,700 / annually

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: Scotts Valley

Union Representation: Non-Represented

Job Code Classification: 5195 - FAC MGT SPEC 3

Travel: Never or Rarely


40% - Physical Security System Administration

• Administers physical security systems and services for CHES Housing buildings. Systems include Onity Integra 5 and CCURE card access systems, as well as Filemaker Pro and Morse Watchman key control systems. Adds and modifies user accounts, scheduled events, door components and clearances, etc. Performs system administration role including programing, management and troubleshooting. Monitors the ongoing performance, Identifies system vulnerabilities and proactively corrects issues. Provides professional customer service to the campus community.

• Works with Information Technology (IT) Services to resolve issues impacting the operation of physical security systems. Makes repairs personally or works with internal and external resources to correct issues in a timely manner. Works with IT Services to identify underlying issues contributing to the failure of security system components. Performs testing to prove cause and effect. Plans and implements corrections to prevent future systems failures.

• Maintains spare parts inventory of hardware components for access systems. Maintains Fire and Police access privileges for CHES Buildings.

• Contributes to the roll out of new security systems. In collaboration with Facilities supervisors, the Facilities Access Coordinator defines access zones and sets up approved access clearances and schedules. Imports user data. Interfaces with end-users to ensure they understand how the system works and that they have appropriate credentials.

• Uses CHES maintenance ticketing system to track all issues with security systems. Works to ensure all issues are resolved appropriately and in a timely manner. Communicates with stakeholders on timeline and cost implications.

• Initiates software purchases and installs software on client computers. Sets up hardware for access control work stations where needed.

• Develops system operations and configurations. Develops training materials and conducts training sessions with end users. Logistical support of campus emergency services during events and/or emergencies.

• Works to resolve any potential operational conflicts between the need for security for building users and the emergency access needs of the UCSC Fire Department, UCSC Police, Information Technology Services and PPDO.

• Coordinates emergency re-keying of buildings if required due to loss of system integrity. Coordinates special meetings to discuss critical issues regarding keys, locks and access systems. Serves as a liaison on keying issues with the Physical Plant Lock Shop, UCSC Fire Department, UCSC Police Department, Physical Plant, Information Technology Services (ITS), and other CHES departments.

• Works with Facilities staff to troubleshoot problems with locks, keys, and other door hardware. Makes recommendations to the Operations Coordinator and Director of Facilities regarding renewal of lock hardware or rekeying of areas where integrity of the keying system has been compromised. Coordinates the installation of new locking systems and hardware.

35% - Access Control Management

• Administers, updates and maintains the CHES Access Control Policies and Procedural documents. Acts as a campus resource for Access Control information and best practices. Reviews policy and procedural documents on an annual basis, and recommends changes to operating procedures to the Operations Coordinator and Director of Facilities.

• Prepares annual reports on access practices and audit findings. Develops and produces access control user manuals. Responsible for maintenance and distribution of current procedures and policy documents to CHES staff and other access system users.

• Oversees proper implementation of master key authorization in accordance with campus access policy. Audits master key duty sets for Facilities, CSL staff, and Community Safety Program staff quarterly. Issue and track Master Keys for UCSC Fire Department and UC Police for emergency access. Stocks public safety Knox Boxes as required.

• Trains staff in campus access control handling procedures and policies. Conducts regular training sessions for college/unit key custodians and Facilities staff regarding Access Control policy and sound practices for key and lock management.

• Audits all keys on a regular schedule to ensure compliance with established procedures for key and cylinder management. Develops and provides audit reports to CHES management as requested.

• Issues, collects and tracks all keys and access cards issued to employees of CHES housing units, UCSC Dining, and other campus units, including UCSC Police, PPDO, and ITS.

• Issues, tracks, and collects keys and cards needed by outside vendors and contractors. Works with department managers to ensure that proper key and card management issuance and use procedures and protocols are being followed.

15% - Summer Conference Access Coordination

• Manages summer conference key stock. Coordinates the bi-annual transfer of keys to and from the Conference Services satellite offices. Working in collaboration with the Conference Student Life (CSL) Housing Coordinators, updates Conference Services and college key sets after any rekey. Performs regular audits throughout the summer. Monitors and directly addresses Facilities maintenance request system for access related issues during conference season.

• Trains student Conference Services staff regarding key security and oversees key checks.

• Initiates and monitors work orders with the Physical Plant Lock Shop for replacement of lost keys and lock changes. Issues and collects Master keys to Conference Services Operations Coordinator for summer use. Audits all keys sets at the end of the season. Reconciles all losses and duplication of keys. Coordinates all necessary post-conference season rekeys.

10% - Inventory Management

• Initiates and monitors all work orders with the Physical Plant Lock Shop for replacement of lost keys, stocking of key inventories, and rekeying of locks. Manages and monitors completion of all work orders, reconciling Lock Shop recharge billing and associating charges with appropriate fund sources.

• Work closely with CSL staff to ensure accuracy of the housing key inventory database and audits CSL key stock.

• Maintains inventory of cards and repair hardware. Ensures campus inventories are stocked, and delivers additional supplies and parts as needed.

• Issues purchase orders for restock of lock and hardware inventories.


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

• Experienced with security systems administration with a working knowledge of database management systems and standards.

• Skills associated with programming and implementation of physical security systems. Specific knowledge of access control management systems.

• Experience assessing potential risk to life/safety, property and legal liability and providing training and utilizing resources available to minimize institutional risk.

• Fundamental knowledge of keys, locks, card access principles and locking plans. Ability to learn and become proficient in the use of card access and metal key control system software.

• Demonstrated ability to install and troubleshoot software and hardware components.

• Skill in the use of basic hand tools such as screwdrivers and wrenches necessary to make emergency repairs and adjustments to door locking hardware and to replace door lock batteries when necessary.

• Excellent communications and interpersonal skills including diplomacy, discretion, and the ability to interact in a professional, friendly, customer service-oriented manner with staff and residents.

• Excellent organizational skills with ability to independently set priorities, create and maintain filesystems, systematically maintain materials and information, work efficiently, coordinate complex projects, and complete a number of competing assignments within established deadlines.

• Written communication skills to prepare a variety of reports, policies, and procedures, and training documents and correspondence.

• Demonstrated experience and proficiency in the use of computer spreadsheet, database, and word processing application software, including Microsoft Excel, Microsoft Word, and FileMaker Pro, or their equivalents.

• Ability troubleshooting door hardware, security systems hardware, client software issues and application issues.

• Ability to learn and use campus on-line financial, purchasing, maintenance work order, email and calendaring systems.

• Ability to follow project management workflow processes. Able to initiate, plan, execute, control, and to bring projects to closure. Demonstrated testing and test planning skills.

• Political acumen and discretion necessary to work effectively with various entities and individuals in a complex organizational environment. Ability to interpret, apply, and explain complex policies, rules and regulations clearly and courteously.


• Knowledge relating to database system design. Database querying and report skills working with moderately complex security systems.

• Experience with Onity access control system.

• Ability to read and interpret floor plans, construction drawings, and technical manuals.


• Selected candidate will be required to pass a pre-employment criminal history background check.

• Must possess a valid license to drive in the state of California.

• Ability to lift and move up to 50 pounds safely and to perform repetitious physical tasks, with or without accommodation.

• Ability to walk up and down hills at housing sites and climb stairs, stoop, bend, and kneel while performing duties.

• Incumbent may be called upon to respond to urgent after-hours evening, weekend, or holiday physical security system problems, either by phone or in person.

• The University of California has implemented a covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

• 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


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.


Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our tutorial for detailed instructions on our applicant process.


The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.


View full job description and access on-line application:

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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