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NOTIFICATIONS UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required 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 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.
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 IRD for this job is: 01-18-2022
This position will support the Astronomy and Astrophysics, the Microbiology and Toxicology, and the Ocean Sciences Departments. Under direction of the department managers, the administrative assistant is responsible for seminar, event and program coordination, financial transactions, general administration, web and social media management, and special projects. These duties require staying up-to-date with ever-changing campus policies, procedures and systems related to all aspects of working at UCSC.
Salary Information: Salary Range: $24.64 - $26.99/hour. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Percentage of Time: 100%
Average Hours per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: CX Union
Job Code Classification: 004722 (BLANK AST 3)
30% - Seminar, Event & Program Coordination
Coordinate details of seminar series, including arranging travel, lodging and logistics for speakers, processing related reimbursement and financial paperwork, supporting communication by sending event announcements, updating webpages, posting flyers, calendar and distribution lists etc.
Assist in special events, such as the annual lectures, orientations, welcome or alumni functions, student visit days, research socials, internal department events, summer programs, etc.
Facilitate general event planning and coordination, to include some or all of the following: organize events and duties organize mailing list and mailings, reserve rooms, alert media, arrange catering, arrange parking passes and/or transportation (TAPS) complete travel and expense reimbursement etc.
30% - Financial Transactions
Maintain knowledge of campus fiscal policies and practices act as a resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Keep internal spreadsheets, as requested.
Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, reimbursements, and entertainment. Duties include, but are not limited to creating CruzBuy requisitions and purchase orders, preparing reimbursement forms for faculty expenses, obtaining necessary signatures for alcohol authorization at events, taking quarterly supply inventory and ordering supplies etc.
20% - General Administration
Oversee Department room reservation calendar and scheduling; coordinate administrative and departmental meeting.
Assist in space planning and the assignment of visitor offices.
Prepare and coordinate instructor and TA course evaluations each term. Download Student Experience of Teaching Surveys (SETS).
Update and maintain departmental databases, files, equipment etc. Update and maintain the department's physical space in the bulletin boards. Update and maintain mailing listservs and directories.
Provide general administrative support for Department Manager and Department Chair, including scheduling meetings for the Chair.
15% - Web and Social Media Management
Update and maintain department web pages, including directory and news and events pages.
Manage and post news, events etc. to the department's social media accounts.
5% - Special Projects
Perform other duties and projects at same level of complexity, difficulty, and responsibility as assigned by the committee and other duties as assigned that have been agreed upon by the committee.
Maintain procedures manual for major functional areas of the job.
Serve as back up for other departmental staff positions in the event of leaves, absences or busy times of year.
Maintain and upgrade administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.
Good organizational and time management skills; demonstrated experiences working accurately, with interruptions, and meeting deadlines.
Good customer service skills.
Good problem-solving skills.
Experience working in an environment that demonstrates ability to work well both independently and as part of a team.
Experience working with a diverse clientele.
Experience that demonstrates flexibility, initiative, good judgment and discretion.
Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports.
Experience learning, interpreting for others, and applying a variety of policies and procedures.
Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.
Experience working in an academic and/or research setting.
Experience with higher education processes, protocols, procedures and organizational structure.
Experience with UCSC systems such as Infoview, DivData, CruzBuy, DocuSign and FileLocker.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work a variable schedule for events. Occasional weekends and evenings may be required.
The University of California has implemented a COVID-19 Vaccination Policy 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 here.
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.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply 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.
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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