Initial Review Date (IRD) 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 Initial Review Date (IRD) for this job is: 01-06-2020
Dept Marketing Statement The Baskin School of Engineering (BSOE) is the first professional school at UC Santa Cruz, originally founded in 1997. Over the past 20 years, BSOE has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. BSOE comprises six academic departments, numerous research centers and institutes, and has plans for further programmatic growth. The focus of BSOE's educational programs is to instill strong basic knowledge for sound practice in science and engineering for positive social impact, and its diverse curricula facilitates innovative thinking and prepares students for productive and rewarding careers.
The candidate will provide administrative support to both the Cyber-Physical Systems Research Center (CPSRC) Director and the Center for Information Technology Research in the Interest of Society (CITRIS) Director and Assistant Director. Candidate will assist with event planning, special projects, financial administrative support, and related administrative activities.
Pay, Benefits, & Work Schedule Salary Information: Salary Range: $23.92 - $25.57. Salary commensurate with qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz main campus
Union Representation: Yes - CX Union
Job Duties 60% - Office Administration for CITRIS and CPSRC
Respond to voicemail and email as needed.
Word processing, proofreading and editing.
Serve as a resource person to CITRIS- and CPSRC-affiliated faculty on administrative matters by participating in problem solving and responding to queries on policies and procedures.
Take minutes during meetings as needed; log number of submitted proposals, number of funded proposals, organized meetings such as conferences, workshops, industry meetups, and outreach activities, and prepare progress reports.
Coordinate meetings, conference calls, and appointments related to CITRIS and CPSRC activities.
Assist with submission and proofreading of documents related to CITRIS and CPSRC activities.
Assist CITRIS and CPSRC faculty in logistics involved in writing collaborative grant proposals.
Provide administrative support for both Directors (CITRIS, CPSRC) as well as the CITRIS Assistant Director, which includes travel coordination, assisting with reports, updating curriculum vitae and coordinating contract, grant, and award paperwork, financial tracking and completing reimbursements.
Document CITRIS and CPSRC productivity on their respective websites and social media platforms, in reports, including journal publications, conference presentation, extramural funding, and student activities of CITRIS and CPSRC affiliates, plus center events and general news.
Maintain inventory of office supplies and center equipment, track usage and order as necessary.
20% - Event Coordination for CITRIS and CSPRC
Organize seminars, workshops, lecture series, and other special events.
Work with catering vendors to supply meals and refreshments for events.
Coordinate and obtain necessary supplies and refreshments not supplied by caterers for events.
Utilize campus systems to produce POs and ERFs in support of vendor services.
Reserve event rooms and visitor accommodations, parking passes, AV equipment, and related tasks.
Serve as liaison with Media Services for equipment needed for meetings.
Create agendas, prepare meeting materials, arrange necessary logistics with other campus units.
Create promotional materials, including fliers, posters and online listings and distribute as appropriate.
Provide onsite support for all events.
10% - Website maintenance
Update web pages (events, news, publications, projects) on a regular basis.
10% - Special Projects
Assist with other academic and/or research related tasks as necessary.
Exceptional organizational sufficient to prioritize and work on multiple tasks simultaneously, with accuracy and attention to detail, under pressure of competing deadlines and interruptions.
Ability to cope with ambiguity and regularly shifting priorities and to perform accurately and efficiently in a fast-paced environment.
Excellent problem-solving skills, with the judgment and ability to make decisions independently, and/or recommend or negotiate innovative solutions as appropriate.
Event planning experience.
A working knowledge of university, state and federal regulations and a demonstrated ability to interpret and apply those regulations as they relate to administration and compliance.
Sufficient math skills to track and process reimbursements.
Excellent judgment and discretion in handling confidential and sensitive issues and information.
Highly effective written and verbal communication skills; strong customer service and political acumen to foster collaborative relationships and partnerships.
Excellent computer and systems skills with proficiency in Microsoft Office suite or equivalent software, website editing using high-level interfaces (e.g., Drupal, WordPress), text file editing, team-work tools (e.g., Slack) and social networking tools (e.g., Twitter).
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; https://jobs.ucsc.edu. 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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