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NOTIFICATIONS Special requirements - For full consideration, applicants will be asked to provide a diversity statement (What is your experience working to advance Diversity, Equity, and Inclusion?). Please include your statement along with your cover letter.
Telecommuting - We are working remotely during the COVID pandemic and in the future when on-campus work is possible again positions in University Relations may be conducive to remote work.
ABOUT UC SANTA CRUZ UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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: 06-14-2021
Dept Marketing Statement University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.
We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.
The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.
We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.
Under the general supervision of the Executive Director of Corporate Engagement, the incumbent independently performs a wide variety of administrative, budgetary, marketing, office management, and corporate engagement support including coordinating multi-party meetings with faculty and corporate development officers, presentation and collateral development, website management, managing corporate recruiting events, symposia, educational programs, seminars, and industry/university partnering events. Handles sensitive documents and information that require complex problem solving, confidentiality and discretion with minimal supervision. Proactively and readily assumes ownership for the execution of all responsibilities and duties associated with the role. Develops and utilizes advanced knowledge of University infrastructure, and independently interprets campus and UC Office of the President policies and procedures.
APPOINTMENT INFORMATION Salary Information: $24.23/hour. 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 DUTIES 50% - Administrative/Operations & Executive Support
Utilize broad knowledge and understanding of the Innovation & Business Engagement Unit (IBEH), UNEX, Baskin School of Engineering, University Relations, and Office of Research to manage and provide comprehensive administrative and analytical support for the above.
Under guidance and supervision from the corporate and business engagement directors, provide end-to-end support for all administrative, tactical, and day-to-day operational tasks associated with the cultivation of new clients and management of corporate partnerships.
Assume ownership for a comprehensive range of administrative and operational needs for the Business Engagement enterprise, including direct support for three Directors; (Business Engagement, Corporate Engagement (Baskin School of Engineering), and Corporate Partnerships (UNEX).
Administrative duties include but are not limited to processing financial requests, reimbursements, scheduling, purchasing, communications, and reporting; compile and maintain meeting agendas, notes, calendars, informational materials, and correspondence; lead and coordinate selected event planning efforts.
Research, analyze, compile and coordinate necessary back-up and prepare detailed briefing materials to support the Directors daily activities, including pertinent facts, data, and other background information as necessary for meetings, reports, agendas and presentations.
Manage, track, and update hub database for corporate intelligence and reporting metrics. (Record contacts, visits, meetings, and other appropriate touch points.)
MEETING MANAGEMENT & CALENDARS
Schedule meetings that include multiple faculty members, the Directors and corporate executives at their offices and our multiple campuses. This includes independently following up to come to successful closure when faculty and/or companies are slow to respond.
Join corporate development meetings with companies, the faculty and corporate development directors and take detailed notes on what happened and what action items are planned resulting from those meetings.
Track down individual corporate email addresses of potential corporate partners so that the Directors can cold-call them via email.
Schedule internal meetings between the Campus Counsel's Office, the Industrial Alliances and Technology Commercialization Office, senior campus leadership and the directors of corporate development to help resolve contract issues as needed.
Provide general support to the IBEH External & Internal Advisory Boards and help develop agendas.
Interface with Chancellor's Office, Dean's Executive Assistants, and executive level assistants regarding IBEH meetings and events (as needed).
Liaise with Academic divisions regarding Innovation & Business Engagement meetings and events (as needed).
Liaise with the UR Units including Foundation relations team, Prospect Research, Development, UC Santa Cruz Foundation and Marketing/Communications, to coordinate appropriate opportunities.
Work with Executive Director to establish Corporate Matching gifts database and outreach.
Track Corporate and Alumni stewardship activities for both the IBEH files and in Banner.
Respond to routine inquiries. Draft correspondence, either independently or from oral instructions. Proofread, edit and format correspondence, reports, presentations and proposals for document design, correct grammar, punctuation, spelling, and accuracy.
Train or supervise volunteers and student workers for projects, as directed or required.
20% - Marketing & Communications
Based on input from Directors, develops presentations, promotional materials, and both print- and web-based collateral, portraying the value of new programs and offerings to external organizations/prospects.
Leverage the skills and expertise of Marketing and Communications colleagues within the University Relations team, and engage collaboratively with them in seeing projects through to completion.
Provide support for IBEH communications and external relations, including drafting informational memos, event briefings, mailings with associated mailing lists, responding to inquiries, and conveying information or referring questions, as appropriate, to the Director of the Foundation and UR staff.
Draft, finalize, and distribute monthly or quarterly IBEH e-newsletter promoting targeted activities and UC Santa Cruz engagement opportunities for Corporate partners.
Manage the public IBEH website and potential future private password-protected partner website using the Campus content management system (WCMS) and appropriate applications.
Manage/update Founders Forum website (https://foundersforum.ucsc.edu) and intake emails from alumni, faculty, and friends. Monitors news and company stories and liaises with founders in consultation with the Directors.
Maintain and update the Baskin Corporate Sponsored Senior Projects Program website (https://csspp.soe.ucsc.edu/) and similar web sites for other such programs across campus as they are developed.
Maintain records of IBEH and its committees, including but not limited to: External and Internal Advisory Committee rosters, meeting minutes, business correspondence, mailed materials, mailing recipient lists, policies and guidelines.
Manage corporate biographical data in Banner and Reeher following appropriate protocol for names and titles.
15% - Event Coordination & Support
Liaise with the Special Events team in University Relations regarding Innovation & Business Engagement meetings and events (as needed).
Coordinate conference, event and meeting arrangements with University Relations and other relevant Academic Divisions, including developing guest lists, invitations, catering, and travel.
Coordinate and staff Corporate Development-unique events (like the Baskin Engineering Partners' Recruiting Event) and individual corporate partner recruiting events as necessary. Develop signage used to advertise those events; make sure that the events are marketed to the relevant student populations and that student participation is tracked
Provide Administrative Support for internal/external advisory board support meetings.
Provide supplementary administrative support for research center Industry Advisory Board' meetings and public events of research consortia, (i.e. the Center for Research in Storage Systems, Center for Research in Open Source Software, etc.).
Support annual UC Santa Cruz Founders Forum gatherings.
10% - Financial and Budgetary Support
Independently monitor office budget, verify monthly expenses, and resolve discrepancies. Make recommendations for annual budgeting needs. Suggest alternatives to help reduce expenditures and increase efficiency. Complete and process all financial documents, i.e., travel vouchers, reimbursement requests, purchase requests, etc.
Learn the purchasing systems of corporate sponsors and develop and input invoices for industrial research gifts.
Fill out the financial paperwork required by our corporate donors to set the UC Santa Cruz Foundation as a viable payee in their Accounts Payable systems.
Work closely with Extramural Funds, the Cashier's Office and UR's Gift Processing organization to track down corporate gifts and/or Industrial Advisory Board membership payments which have been miss-directed either by the companies or by UC Santa Cruz personnel.
Coordinate appropriate letter of gifts (LOG's) for individual and corporate support.
5% - IBEH Programs, Special Projects, Research and Analysis
Manage special projects as assigned by the Directors.
Conduct research and analysis as assigned by the Directors. Using high-level judgment, gather and evaluate data in order to provide recommendations or options to the Directors.
Knowledge and or the ability to quickly learn the principles of corporate development.
Excellent analytical skills to analyze issues and situations in a multifaceted way and possess strong problem-solving skills to develop innovative solutions to complex issues.
Demonstrated success with increasingly complex administrative experience and independent action.
Possesses deep experience and exercises sound judgment balancing competing demands and/or priorities that arise in fulfilling the diverse and varied needs for support in such a role.
Deep experience with software applications and programs needed for producing top-quality presentations and collateral.
Excellent interpersonal skills with the ability to work with a myriad of people of differing temperaments, socioeconomic backgrounds, and political/ethical philosophies, and to be tactful, diplomatic, and attentive in personal contacts with donors, external constituencies, and university personnel.
Highly effective with time management, completing independent work and routinely-performed tasks efficiently, while simultaneously advancing and completing longer-term and more complex projects in a timely manner.
Ability to follow directions and pay strict attention to details and deadlines.
Ability to perform duties independently and work collaboratively in a team-oriented environment, across organizational units and at all organizational levels.
Excellent organizational, time management, and decision-making skills to prioritize work, meet deadlines for simultaneous projects, and make decisions using independent judgment and negotiate solutions, and take a project from conception to completion with little supervision.
Excellent verbal communications skills, to effectively convey information to individuals at various organizational levels, both internally and externally.
Excellent written communication skills, with the ability to compose clear, concise materials and correspondence or other materials, and edit for correct grammar, spelling, punctuation, and accurate proofreading.
Knowledge of and / or the ability to learn budgeting processes, with the ability to research, learn, interpret and effectively use campus financial information systems, policies, and procedures, including budget review, transaction reconciliation and cost control.
Experience in coordinating and scheduling logistics for small and large group meetings and events.
Experience using computers with speed and accuracy for word processing, spreadsheets, mailmerge and database record entry, electronic mail, and internet searches, with ability and willingness to learn new systems and software programs.
Proficiency with one or more of the following: MS Office Suite (Word, Excel, Powerpoint), Google Product Suite, In Design and web development databases. Photoshop, and Adobe Acrobat.
Ability to maintain the highest degree of sensitivity and confidentiality of donor information and discretion with regard to donor and personnel matters.
Ability to adapt to evolving priorities and goals.
Displays high-levels of professionalism and excellent communication skills interactions and correspondence with peers, colleagues, supervisors, corporate clients, and industry partners.
Bachelor's degree in related area and / or equivalent experience / training.
Use of and navigation of Reheer, Banner, Google Chrome, Infoview, iModules.
SAFETY STATEMENT All UCSC employees must know 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.
EEO/AA 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.
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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