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JOB POSTING This position has the option to work up to 2 days per week remotely, which requires a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in full capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties.
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinationsarerequired 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.
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: 03-21-2022
ABOUT UC SANTA CRUZ
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.
Under supervision of the department manager, provides support to the Music Department undergraduate and graduate programs, as well as providing general administrative support to the department manager.
This work includes: front desk receptionist duties, maintaining department offices, supporting graduate and undergraduate program needs, supporting human resources processes and personnel actions as directed by the department manager, event assistance, record keeping, maintaining publicly facing information, department records and databases, and processing payments and travel reimbursements as needed.
Salary Information: Salary Range: $24.64 - 25.78 / Hourly. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Percentage of Time: 50%, 20 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: UC Santa Cruz Main Campus
Union Representation: CX
Job Code Classification: 004722 (BLANK AST 3)
Travel: Never or Rarely
40% - Undergraduate and Graduate Programs Support
Provide permission codes to instructors. Help troubleshoot enrollment issues. Provide permission numbers to faculty each quarter. Help students troubleshoot enrollment difficulties and section changes.
Prepare, distribute, collect and analyze online course/instructor and TA evaluations. Maintain archival electronic files. Independent study code distribution and editing
Applied Faculty Program support including maintaining billing sheets, tracking hours. Process student scholarships.
Course scheduling support including work with Undergraduate and Graduate Advisors to plot our class schedules for upcoming quarters. Send schedule notification emails to faculty for confirmation. Make edits and changes to schedule as necessary based on faculty feedback. Input finalized schedule into university scheduling software. Make edits and changes to schedule as necessary once input.
Maintain databases as needed.
Graduate Curricular Support - Assist with on-boarding new students, including facilitating copier access, mailbox creation, computer access, and omni-lock access. Assist with scheduling graduate exams (QE and dissertation defense scheduling).
40% - General Admin Support To The Department Manager
New Faculty Onboarding - Assist with on-boarding new faculty, including facilitating copier access, mailbox creation, computer access, and directing them to various staff for other areas of support.
Faculty Meeting - attend faculty meetings, send call for agenda items, maintain meeting agenda list and meeting schedule and prepare slides and meeting minutes.
Human Resources Support - Assist that manager with support as needed for faculty personnel actions, assist with re/appointment paperwork and preparation of teaching tables and annotate biobibliographies.
Support lecturer and continuing lecturer personnel actions.
Manage up to 8 ongoing lecturer pools for recruitment: respond to outside inquiries about the pool and the application process; receive applications, enter into database; arrange faculty review of applications; document various stages of the screening process; prepare materials for department manager to process required lists of applicant status; review pool annually to identify serious candidates who must renew their applications, facilitate the renewal process and manage related internal records.
Process Payments - Process awards to students via Financial Aid Dept Award. Checking student records for enrollments and scholarship eligibility. Process purchasing and payments in CruzBuy and Direct Pay as needed.
Event Assistance -Facilitate event planning and coordination, to include some or all of the following: organize event and duties; organize mailing list and mailings, reserve rooms, alert media, arrange catering, complete travel and expense reimbursement. Events include but are not limited to annual events: dept. luncheon and mixer, quarterly juries for undergraduate milestone performance demonstrations, scholarship competition, graduate ceremony, end of the year gatherings, graduate exams. Also assist with planning events that may not happen annually, including: retirement parties, faculty search recruitment events, townhall meetings, etc.
20% - Front Desk Reception/Dept. Offices Support
Under the supervision of the department manager, provide front desk support. Greet students, visitors, prospective students, parents, faculty, and staff; answer telephone, emails, etc.
Maintain department office spaces by establishing pleasant atmosphere, posting appropriate material, and maintaining tidy reception area.
Update and maintain bulletin, photo and news boards in office and outer office areas. Update departmental mailing lists, directories, distribute mail, manage mailboxes, photo board, etc.
Maintain Department's web-based public information including: website, social media, office hours, department events, syllabi, etc. Edit deadlines, dates, information on existing pages as needed. Add/delete pages for staff, faculty, and graduate students as necessary.
Maintain inventory of office supplies and orders supplies via campus purchasing systems. Maintain copiers and printers, working with Copier Services as needed. Maintain departmental storage areas and cabinets in neat, organized order.
Distribute graduate stickers.
Work with other team members (including student assistants directly supervised by the department manager) to assist with accomplishing and maintaining these tasks.
Excellent communication and interpersonal skills sufficient to interact effectively with a diverse group of students, staff, faculty, and the public.
Highly developed customer service skills with a 'can do' work ethic to support special event planning, preparation and execution.
Ability to exercise good judgment and discretion when handling confidential matters. Experience working with highly confidential documents.
Demonstrated hospitality skills and events experience.
Excellent writing skills for preparing various documents, reports and executive level correspondence.
Strong proofreading skills with excellent attention to detail.
Demonstrated ability to work effectively in an environment with a high-volume workload with frequently shifting, and at times competing, deadlines and priorities.
Excellent record keeping skills.
Demonstrated organizational skills.
Ability to perform routine website maintenance.
Experience using word processing, spreadsheet, and database systems, with the ability to learn new systems; Typing/data entry skills sufficient to prepare correspondence and forms with accuracy and moderate speed.
Math skills sufficient to perform advanced addition, subtraction, and percentage calculations.
Ability to operate within a set budget and provide clear information on budget.
Ability to work effectively both as part of a team and individually.
Knowledge of over-all academic program goals and objectives for the Arts and the campus.
Knowledge of UCSC policies related to travel, reimbursement, etc.
Knowledge of UCSC systems, such as CruzBuy, Travel Connexxus, ProCard, etc.
Have an understanding and awareness of the campus' organizational structure.
Administrative experience in an office, including a general of knowledge of managerial, business, human resources, quality management principles, customer service philosophy and standards, and academic disciplines.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to maintain appearance and conduct suitable for working in a professional setting.
Ability to consistently work a typical schedule at 50% time or 20 hours per week. The hours will need to be scheduled within the business hours of 8 AM - 5 PM, Monday through Friday.
The selected candidate who chooses to work a Hybrid Remote work format must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
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 HowtoApply 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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