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.
Initial Review Date (IRD): 04-28-2021
Pay, Benefits, & Work Schedule Salary Information: $23.92 - $28.06 / Hourly. Salary commensurate with skills, qualifications and experience.
Under supervision of the Chief of Staff, provides administrative and events support to the Dean and Senior Staff (Chief of Staff, Assistant Dean, Associate Deans, Executive Assistant), and may provide some administrative support to staff within Arts Division units. This work includes: processing and tracking expense reimbursements; making travel arrangements, processing Travel Advance authorization, and processing Post Travel for the Dean's Office and, at times, for Arts Division units; performing a variety of administrative functions; providing routine logistical support to Dean's Office, Arts Division, and Arts Division units; providing occasional back-up front-line support to the Dean. In addition, the Dean's Office Assistant provides support in the planning and execution of routine, and high-level Arts Division events including: the annual Arts Division Retreat; the annual Arts Dean's Lecture Series; the Dean's and Chancellor's award luncheon; as well as other events, including those in support of donor cultivation. The Dean's Office Assistant supports the Chief of Staff in the administration of the Arts Professional Pathways program. In addition, the Dean's Office Assistant helps maintain Arts Division web pages. For more information on the Dean's Office: https://arts.ucsc.edu/dean
40% - Dean's Office Support
Under the supervision of the Chief of Staff (CoS) for the Arts Division, provide administrative support for the Dean's Office and general administrative support of Arts Division units, which requires a strong understanding of priorities for the Dean and the Division.
Serve as a resource for preparation of materials, research background information, attend planning meetings, and synthesize information from a variety of sources to support the objectives of the Dean's Office, Arts Professional Pathways, divisional events, travel, documentation, etc.
Maintain a thorough understanding of all general divisional financial processes, policies, and procedures in order to adhere to all University policies and procedures. Assist in submitting and maintaining accurate records for timely action or retrieval of those records for audit or other purposes.
Provide backup support for the Dean's Executive Assistant, and on occasion the CoS, including answering and screening the Dean's office phone, responding to routine emails, and communicating in person, by phone, and in writing, with a wide-range of constituents.
As a representative of the Dean's office, display professional demeanor, appearance, tact and courtesy in dealing with students, faculty, staff and public. Use insight, thoughtfulness and diplomacy to effectively interact with all levels of campus personnel, students, and public members, both within the University system and in the community.
Consistently demonstrate hospitality, diplomacy and tact while working with university personnel, donors, and external constituencies.
Provide professional, courteous, and interactive hosting support at business meetings, including arranging refreshments, providing directions, parking details, etc.
Process travel arrangements, and reimbursements for the Dean's immediate office staff, and on occasion, may provide support in this area to other Arts faculty or staff. Process reimbursements in a timely manner, in accordance with relevant campus policies. The Dean's Office Assistant makes all logistic arrangements (hotel reservations, travel reservations, etc.) and processes all reimbursements and honoraria for high-level Dean's Office and Arts Division units' visitors (such as Departmental External Reviewers, Lecture Series participants, etc.).
Organize briefing materials to support the Dean and Senior Staff (Chief of Staff, Assistant Dean, Associate Deans, Executive Assistant) including pertinent facts, data, and other background information as necessary for meetings, reports, inquiries, agendas and presentations. May occasionally, draft routine correspondence on behalf of senior staff members.
Perform routine website maintenance, making changes to the Arts Division and associated departmental/programmatic webpages.
Provide administrative support related to the scheduling of divisional spaces.
Manage overall office supplies for the Dean's office suite and division's supply room; take responsibility for organization and cleanliness of these areas. Manage cleanliness and supplies (water, tea, coffee, utensils, dongle connections, etc.) in divisional conference rooms and restock supplies as necessary. Prepare conference rooms immediately before meetings, including general tidiness, computer connections, and preparation of coffee; restore conference room to general readiness following meetings.
Run general errands for the Dean's office (such as pickup of supplies or hospitality items for meetings).
30% - Arts Professional Pathways Support
Provide administrative support to the Arts Professional Pathways program, which may include coordinating related events; corresponding with internship hosts; researching best practices, etc.
30% - Special Projects Logistic Support
Coordinate logistics for special projects, events and visits such as: External Reviews of Arts Division Departments; Arts Division unit projects; the annual Arts Division Retreat; the annual Arts Dean's Lecture Series; the Dean's and Chancellor's award luncheon; and other various special events including those in support of donor cultivation.
Excellent communication and interpersonal skills sufficient to interact effectively with a diverse group of students, staff, faculty, and the public.
Highly developed customer service skills with a can do work ethic to support special event planning, preparation and execution.
Ability to exercise good judgment and discretion when handling confidential matters. Experience working with highly confidential documents.
Demonstrated hospitality skills and events experience.
Excellent writing skills for preparing various documents, reports and executive level correspondence.
Strong proofreading skills with excellent attention to detail.
Extensive related administrative experience in an executive level office, including a general of knowledge of managerial, business, human resources, quality management principles, customer service philosophy and standards, and academic disciplines.
Ability to operate within a set budget and provide clear information on budget.
Demonstrated ability to work effectively in an environment with a high-volume workload with frequently shifting, and at times competing, deadlines and priorities.
Excellent record keeping skills.
Demonstrated organizational skills.
Ability to perform routine website maintenance.
Experience using word processing, spreadsheet, and database systems, with the ability to learn new systems; Typing/data entry skills sufficient to prepare correspondence and forms with accuracy and moderate speed.
Math skills sufficient to perform advanced addition, subtraction, and percentage calculations.
Ability to work effectively both as part of a team and individually.
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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.