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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: 08-17-2022
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.
The Department of Ecology & Evolutionary Biology, located in the Coastal Biology Building on the Coastal Science Campus, is a dynamic group comprised of instructional and research units and a variety of support programs and facilities with staff committed to providing excellent service to students, faculty and researchers. The department consists of 23 faculty, 14 adjunct professors, 1 continuing lecturer, and many lecturers, postdocs, researchers and other administrative and technical support staff. Departmental resources for operations and research are among the highest in the Division of Physical and Biological Sciences. The department has approximately 900 declared and proposed undergraduate students in four distinct programs and 90 graduate students working towards Ph.D. and Masters degrees. The department offers a significant number of courses (160 laboratory, seminar and lecture courses with at least 200 secondary sections), many in support of other majors, serving as many as 11,000 enrollments each year. The department is closely aligned with the research and faculty in Molecular, Cell and Developmental Biology, Environmental Studies, and Ocean Sciences as well as outside agencies NOAA, NMFS, MBARI, California Academy of Sciences, and others.
Under the direction of the Department Manager, the incumbent is responsible for providing academic and administrative support to the department in all function areas. Primary areas of responsibility include: academic personnel, curriculum and instructional support, financial transactions, web management, special projects. These duties require staying up to date with ever-changing campus policies, procedures and systems related to all aspects of working at UC Santa Cruz.
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%, 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: UC Santa Cruz Main Campus
Union Representation: CX Union
Job Code Classification: 004722 (BLANK AST 3)
Travel: Never or Rarely
50% - Administrative Support
Coordinates and manages all details for department events. Facilitates and completes all aspects of event planning and publicity; evaluates, prepares, processes and tracks all seminar/event expenses/income; prepares post-event reports.
Approves access to facilities and key distribution, creates and maintains records for security, maintains cCure system.
Oversees and coordinates department operations. Manages copier program. Maintains supply inventories, department equipment and office machines, requests repairs as needed.
Processes outgoing mail and distributes incoming mail.
Serves as a main contact for the department. Greets and screens visitors, assesses requests, refers to appropriate resource. Maintains front office, department storage areas, boards, and reception area.
Provides general administrative support for department manager.
Maintains departmental databases, mailing groups/lists, mailboxes, files, equipment, general directories and student records
Oversees, schedules and coordinates administrative and departmental meeting facilities.
Recruits, hires, trains, mentors and supervise student employees (and serves as backup) as needed. Arranges schedules and prioritizes work.
Creates and maintains department records and reports in campus recruitment system. Ensures department compliance with University recruitment policies and procedures. Acts as a resource to faculty and others for recruitment policies and procedures.
Creates initial appointments and reappointments for academic titles. Reviews or drafts required letters and requests for waivers for department chair's signature. Creates and compiles appropriate documentation and materials for dossiers. Prepares visa requests for international scholars. Reviews files for compliance with university policies and practices. Serves as liaison for department staff and faculty with campus academic resources regarding policy.
Assists the faculty recruitment process. Maintains and updates search information, provides documentation and reports. Coordinates visits and activities. Prepares visa documentation.
Assists with academic personnel reviews. Collects data and provides reports.
20% - Financial Transactions
Maintains knowledge of campus fiscal policies and practices; acts as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Creates and maintains internal financial tracking spreadsheets. Responsible for informing department manager of foreseeable budget shortfalls.
Understands proper use of and prepares all forms for business transactions, including purchases, payments, recharges and reimbursements for visitors, faculty, and staff.
Reconciles monthly administrative accounts and prepares expense reports for department manager.
Researches and recommends vendors/prices/equipment for various department purchases; determines most competitive prices; identifies substitutes for supplies and low value equipment, purchases and tracks expenses for ergonomic equipment.
Monitors receipt of paychecks, maintaining security for unclaimed paychecks.
20% - Curriculum and Instructional Support
Initiates, coordinates, and processes course approval and revision forms. Enters data into campus systems and assure deadlines are met. Maintains internal department course records.
Enters and maintains on an on-going basis, curriculum and leave planning data in campus systems, provides reports.
Assists department manager with course scheduling, catalog updates, manages room calendars, monitors changes, and provides reports.
Prepares, distributes, collects and analyzes teaching evaluation forms (online system and paper copies) and maintains departmental files for each format.
Orders desk copies of textbooks; maintains textbook library, textbook database and circulation system.
Collects course syllabi and evaluations from each class each quarter; tracks submissions, maintains archival files.
Serves as resource to faculty, lecturers and graduate student instructors on quarterly procedures related to teaching (e.g. grade submission, permission codes, copier card program, evaluation system(s), and online evaluations).
5% - Web Management
Creates, solicits information, updates and maintains department web pages.
Coordinates course-related materials (links to syllabi, faculty pages) with department site.
5% - Special Projects
Performs other duties and projects at same level of complexity, difficulty, and responsibility, as assigned.
Maintains procedures manual for major functional areas of the job.
Demonstrated administrative and clerical experience in an office environment and as part of a team of professional staff members.
Demonstrated experience using computer applications (word processing, spreadsheet, database, web), social media, internet navigation, creating online surveys, working knowledge of Macintosh platform, and ability to learn new systems.
Demonstrated ability to write concise, logical, and grammatically correct business correspondence, and news items for publication on web.
Demonstrated work experience requiring excellent communication, interpersonal, and customer service skills.
Demonstrated experience working with a diverse population including faculty, staff, students, and the general public.
Ability to complete assignments with attention to detail and a high degree of accuracy.
Demonstrated experience working on multiple tasks and/or projects simultaneously with minimal supervision.
Excellent organizational skills with the ability to establish priorities, meet deadlines, and function independently despite unexpected or changing demands and interruptions.
Excellent problem-solving skills, with the ability to formulate creative solutions and make sound decisions.
Ability to handle confidential matters and sensitive issues with tact, discretion, and personal integrity.
Ability to research, interpret, and apply a variety of policies and procedures.
Demonstrated ability to understand, develop, and present budgetary and financial information.
Leadership skills sufficient to supervise and mentor student employees.
Professional experience in higher education.
Familiarity with UC programs, administrative units, and services.
Working knowledge of University of California online systems.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work at a computer for long periods of time, with or without accommodation.
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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