Job Details

Department Office Assistant

Location: Santa Cruz

Job ID: 64442

JOB POSTING

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.

Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the https://shr.ucsc.edu/talent-acquisition/applicant_resources/index.html on our Talent Acquisition website.

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/troubleshooting.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/tips-for-applicants/index.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/Frequently-Asked-Questions/index.html

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: 03-05-2024

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

The Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world renowned hub for research and innovation.

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

JOB SUMMARY

Under the supervision of the Senior/Department Managers, the Department Office Assistant is responsible for day to day logistical and administrative support of program projects and tasks. Successful performance of these tasks requires full knowledge of university policies and Baskin Engineering departmental policies and goals. The incumbent will interact and need to build relationships with Baskin Engineering staff and faculty at the main Santa Cruz campus, working primarily with the Biomolecular Engineering and Electrical & Computer Engineering Departments. This position works independently and collaboratively with staff and instructors to ensure the campus' programs run efficiently.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $29.93/hour. Salary commensurate with skills, qualifications and experience.

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: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

60% - General Administration

• Provide general administrative support for the Baskin Engineering Departments.

• Responsible for day-to-day logistical and administrative support of Department Manager projects and tasks, including answering phones, emails and in-person inquiries as well as preparing routine correspondence.

• Respond to inquiries from faculty, staff, students and the public regarding organization operations, policies, and procedures. Refer complex questions/inquiries to the appropriate Department Manager and/or Senior Department Manager.

• Communicate issues that are of a sensitive nature, internally and externally requiring discretion and diplomacy.

• Maintain compliance with all training and professional development requirements.

• Maintain familiarity with policies and regulations, as well as with objectives of the Baskin School of Engineering and Department Managers.

• Under the direction of the Senior/Department Managers, assist in the orientation of new faculty and staff to general UC Santa Cruz policies and procedures.

• Prepare Purchase Order and reimbursement paperwork and assist in purchasing equipment and supplies for the Department Managers.

• Develop procedures and policies for managing and tracking equipment and supplies for the Departments.

• Manage scheduling of meetings/meeting rooms, logistics for visiting speakers.

• Under the direction of the Senior/Department Managers, assist with marketing outreach materials as needed.

40% - Event & Financial Support

• Under the direction of the Senior/Department Managers, organize and attend special events. Handle the administrative arrangements for special programs and courses, conferences, meetings, job fairs and symposia/seminar series as needed. This may include some, or all, of the following duties: Arranging space/reserving rooms; arranging catering; flyer creation, maintaining mailing lists and coordinating mailings; coordinating speaker travel/lodging arrangements; conducting event registration; staffing registration tables at events; providing audio/visual support; arranging parking passes and/or transportation (TAPS); and completing travel and expense reimbursement.

• Provide support for annual Department Faculty Retreats, annual External Reviews and Department Faculty Recruitments including remote and in-person campus visits. Prepare equipment, technical support, and work order requests; coordinate with the operations and ITS teams to ensure room setup, classroom and event supplies, and that technical support requirements are met.

• Maintain knowledge of campus fiscal policies and practices; act as a liaison between division/central accounting and Baskin Engineering faculty and staff. Act as a resource on current accounting regulations and procedures. Keep internal spreadsheets, as requested.

• Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, reimbursements, and entertainment. Duties include, but are not limited to, creating CruzBuy requisitions and purchase orders, preparing reimbursement forms for department expenses, and obtaining necessary signatures for event authorization.

• Work closely and in collaboration with the Baskin Engineering Events Coordinators.

• Occasional evening and weekend work related to attending and traveling to events may be required.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.

• Interpersonal skills including tact, diplomacy and flexibility to work effectively with students, staff, faculty, and the general department, with the ability to maintain composure in complex and stressful situations.

• Ability to plan and organize small to large special events.

• Excellent writing and communication skills including excellent knowledge of grammar, sentence structure and punctuation.

• Excellent good verbal communication and listening skills.

• Ability to use discretion and maintain confidentiality.

• Customer service skills.

• Ability to work independently.

• Ability to work in a team.

• Problem-solving skills with the ability to research and assess issues, and formulate relevant solutions.

• Computer skills with demonstrated experience using programs included in Google-Suite and Microsoft Office.

• Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.

• Multi-tasking and time management skills.

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 a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.

Ability to work a variable schedule.

Ability to work occasional evenings and weekends as directed.

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

Ability to travel to multiple work locations on and off campus.

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/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/5001684

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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