Job Details

Early Education Services Administrative Coordinator

Location: Santa Cruz

Job ID: 64456

JOB POSTING

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, https://shr.ucsc.edu/talent-acquisition/applicant_resources/ird-and-applicant-review-process.html.

The IRD for this job is: 02-19-2024

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

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success, (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families. CHES offers Early Education Services for student parents.

The Early Education Services (EES) unit of CHES provides early care, early education and after-school care for UC student families whose children are between ages 11 months in our infant program through 4th grade in our after- school program . EES administers California Department of Education and California Department of Social Service Title 5 contract that provides subsidies for families to reduce childcare tuition and higher quality care for all children.

JOB SUMMARY

Under the general supervision of the Early Education Director (EES) Director, the Administrative Coordinator's major areas of responsibility include: *Coordination and oversight of childcare enrollment process, and management of the waitlist applications *Intake and processing of family information and finances for delegation of Title V or full cost services *Billing, accounts receivable, and general bookkeeping for family accounts *Support of California Child Care Food Program and Liaison to Dining Services *Maintenance of daily enrollment roster and Title 22 parent sign in requirements *Provide quality customer service (in person, by telephone, online) for current and prospective UCSC student parents and their families, faculty/staff, and the general public.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 / hourly

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed

• Percentage of Time: 100%, 40 Hours per Week

• 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: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

35% - Enrollment Coordination

• Manages childcare enrollment and family eligibility in accordance with all funding and grant regulations including but not limited to California Department of Education, California Department of Social Services, Child Care Access Means Parents in School Program (CCAMPIS) and Community Care licensing requirements.

Meets with interested families and provides program information. Works with subsidized families in the completion of required paperwork, verifies family income, family size, child and family schedules, parent employment and the need for child care. Confirms family eligibility and prepares compliance documentation.

• Coordinates all necessary forms and tracks missing forms as needed. Issues certification contracts for subsidized families as required by the state of California and the University Early Education program. Tracks children's attendance and completes all forms as required by state contracts. Stays current with the regulations and keeps the administrative team informed.

• Supports Administrative team with all audits including but not limited to the annual Center Monitoring Report, Center Monitoring Reviews, and Child and Adult Food Program Review by gathering necessary documentation and preparing reports as needed.

• Creates and maintains family/child files, including medical, financial, and access forms, as mandated by state contract and licensing requirements using the child care center management software programs.

• Maintains software database for all client records. Updates changes to center roster and schedules, family income, student academic progress, and need for child care. Recertifies contracts to formalize changes, including required care, immunization updates, and changes to the family profile information.

• Prepares emergency information packet on each enrolled child to classroom teachers. Ensures that personal information is up to date and in accordance with community care licensing requirements.

• Maintains child care facility roster as required by California Department of Social Services, and Live Scan Background clearances on Guardian.

• Manages immunization summary report for the state Immunization Reporting system.

• Manages family enrollment waitlist in accordance with Title 5 regulations. Performs waitlist sorting and ranking. Enters new applications into the center software system. Sends professional notifications to new applicants, acknowledging application receipt. Responds to phone calls, emails and walk-in inquiries about the waitlist or applicant status. Manages and coordinates center tours with the prospective families and the administrative team.

• Provides referrals to families inquiring about community resources and/or family/parent education and/or child development programs.

40% - Financial Support

• Manages billing for all family tuition and childcare fees which includes calculating individual family enrollment fees on a monthly basis, create electronic invoicing and payment receipts.

Serves as the cashier for the unit, ensuring all funds are accurately accounted for. Prepares deposits and submits deposit forms to accounting and/or cashiers office.

• Submits reconciliation of deposits to financial team on monthly basis.

• Issues Notice of Action documents to families for non-payment of fees, income changes, and/or changes in enrollment.

• Utilizes the CruzBuy procurement system. Manages inventory of all supplies and uses Procards to purchase curriculum, program and office supplies. Coordinates purchase orders for unit goods and services, and supports coordination of meals during staff development trainings.

• Prepares and submits state required monthly reports including 801A and PLIC and others to remain in compliance with state contracts and grants.

• Assists with year-end financial closing and participates in annual external audit mandated by California Department of Education, detailing all family accounts and state contract earnings.

• Maintains knowledge of campus and state fiscal policies and procedures, maintains database systems and software to maintain accurate data and reporting.

10% - Front Office Support and Student Supervision

• Supports front office reception of visitors and families. Responds to incoming phone calls to the center. Provides general information to students, campus community and the general public.

Provides administrative support to the Early Education Services administrative team.

• Maintains inventory of forms, office supplies, program and curriculum supplies and re-ordering as needed.

• Maintain office filing system.

• Identifies, recommends, develops and updates internal policies, procedures and forms.

• Utilizes computerized office systems for preparing reports, maintaining appointment calendars and scheduling conferences.

• Assists with updates to social media and marketing information, including website updates, creation of marketing materials, circulars and newsletters.

• Provides direction to student clerical assistants and ensures they follow all center policies and procedures.

• In collaboration with the EES Administration team, manages work orders for maintenance, repair, and renovation needs for facilities and grounds.

10% - Coordination of Child and Adult Food Program

• Works in conjunction with Dining Services to provide nutritious meals and snacks to all children which comply with all state and federal guidelines. Oversees menu and delivery schedules.

Maintains menu production records and provides allergy restrictions to classrooms and Dining Services for children as needed. Enrolls children during intake into the USDA Food Program.

• Reconciles monthly food program point of service forms.

• Complies with guidelines and training schedule set forth in the Crediting Handbook for Child & Adult Food Program, which is mandated every two years.

5% - Teamwork and Professional Growth

• Attends regularly scheduled evening staff meetings and program wide staff meetings. Actively participates and contributes as a team member.

Establishes and maintains effective communication through cooperative problem solving and active listening skills with other staff.

• Assists team leaders in planning and conducting parent meetings and social events.

• Maintain knowledge of job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

• Other miscellaneous duties as assigned.

REQUIRED QUALIFICATIONS

• Extensive related administrative/clerical experience with knowledge of standard office procedures and equipment.

• Experience with computers and word processing, database, spreadsheet, desktop publishing browser and email applications with the ability to produce a variety of correspondence, including newsletters and flyers.

• Excellent telephone and customer service skills with the ability to convey information in a supportive, yet clear and concise manner.

• Demonstrated organizational skills, including the ability to maintain a variety of both computerized and manual records and filing systems in a readily retrievable manner with a high degree of confidentiality.

• Excellent time management skills with the ability to prioritize work under the pressure of competing deadlines and with frequent interruptions.

• Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, information, or materials.

• Excellent oral, written and interpersonal skills, with an emphasis on active listening, conflict resolution, and mentoring. Must possess the ability to comprehend and respond in a flexible and professional manner in difficult circumstances.

• Experience analyzing accounting data, identifying accounting related problems and performing detailed reconciliation.

• Analytical skills and the ability to analyze data received from a variety of different sources

• Ability to learn and utilize new policies, work processes, and computer systems and applications and provide interpretation and instruction to others as needed.

• Ability to interact effectively with staff, students, and residents from diverse socio-economic and cultural backgrounds.

PREFERRED QUALIFICATIONS

• Experience with desktop publishing, google workspaces, and Microsoft Office Programs (Excel, Word, and PowerPoint).

• Experience with the Child Care subsidy field and case management

• Experience in working in a childcare environment and/or administration

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-offer criminal history background check.

• Must possess a valid license to drive in the state of California.

• The ability to move materials weighing up to 25lbs. with or without accommodation.

• Ability to work a variable schedule including some evenings

• Selected candidate will be required to provide proof of negative TB test.

• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.

• Must provide a current negative TB test and completed Health Screening Report within 7 days of hire. Ability to obtain a Pediatric CPR and First Aid Certificate.

• Selected candidate will be required to comply with current Early Education Services employee health safety requirements for child care providers as defined by state regulatory agencies. Current health safety requirements to be discussed during interview.

• The University of California has implemented a https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

• 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 obtainedhttps://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5https://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.

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/4996124

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.