Job Details

OSPO/CROSS Administrative & Event Assist

  2022-11-23     University of California Santa Cruz     Santa Cruz  
Description:

OSPO/CROSS Administrative & Event Assistant

Location: Santa Cruz

Job ID: 45065

JOB POSTING

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, https://news.ucsc.edu/2021/07/systemwide-vaccination-policy.htmlhttps://news.ucsc.edu/2021/07/systemwide-vaccination-policy.htmlhttps://news.ucsc.edu/2021/07/systemwide-vaccination-policy.html https://news.ucsc.edu/2021/07/systemwide-vaccination-policy.html https://news.ucsc.edu/2021/07/systemwide-vaccination-policy.html 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: 11-29-2022

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.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering 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. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society. Its diverse curricula facilitates creative thinking and prepares students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the https://www.ucsc.edu/about/principles-community.html.

JOB SUMMARY

Under the general supervision of the Center for Research in Open Source Software (CROSS) Executive Director, the candidate will provide event planning and coordination, as well as general administrative support, to leadership of the Center for Research in Open Source Software (CROSS) and the Open Source Program Office (OSPO), as well as assist with special projects as needed. This position will plan and coordinate the logistical arrangements for regular meetings of varied size and complexity hosted by CROSS and the OSPO. This is a part-time position with a flexible work schedule based on event needs.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $24.64 - $25.78/hour. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Part-time, Fixed
• 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 Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

65% - Office Administration

• Serve as a resource person to CROSS and OSPO-affiliated faculty, students and post-docs on administrative matters by participating in problem solving and responding to queries on policies and procedures.
• Coordinate meetings, conference calls, and appointments related to CROSS and OSPO.
• Assist with submission and proofreading of documents related to CROSS and OSPO activities.
• Respond to voicemail and email as needed.
• Provide administrative support for CROSS and OSPO leadership, which includes travel coordination, assisting with reports, updating curriculum vitae and coordinating contract, grant, and award paperwork, financial tracking and completing reimbursements.
• Maintain inventory of office supplies and center equipment, track usage and order as necessary.
• Update web pages (events, news, publications, projects) on a regular basis.
• Assist with other academic and/or research related tasks as necessary.

35% - Event Coordination

• Organize meetings such as conferences, workshops, industry meetups, and outreach activities, and prepare progress reports.
• 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 Purchase Orders (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.
• Maintain budgets for larger events and coordinate team of event assistants.
• 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.

REQUIRED QUALIFICATIONS

• Problem-solving skills, with the judgment and ability to make decisions independently, and/or recommend solutions as appropriate.
• Event planning experience.
• Organizational skills 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.
• Effective interpersonal skills with the ability to foster collaborative relationships and partnerships.
• Customer service skills.
• Knowledge of university, state and federal regulations and the ability to interpret and apply those regulations as they relate to administration and compliance.
• Sufficient math skills to track and process reimbursements.
• Judgment and discretion in handling confidential and sensitive issues and information.
• Effective verbal communication skills.
• Effective written communication skills
• 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).

PREFERRED QUALIFICATIONS

• Bachelor's degree and/or equivalent training and experience.
• Experience interpreting and applying campus purchasing, accounting, travel and entertainment policy and experience working with campus enterprise systems: CruzBuy and Entertainment Reporting Form (ERF,) and recharges.
• Experience working in a higher education setting.
• Experience with GitHub repositories.
• Experience with graphic design.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19 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 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5.

SAFETY STATEMENT

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 https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html tutorial for detailed instructions on our applicant process.

EEO/AA

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.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS

View full job description and access on-line application:

https://apptrkr.com/3614565

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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