UCSC Statement 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: 09-08-2021
Dept Marketing Statement UCSC is one of the world's leading centers for both observational and theoretical research in astronomy and astrophysics. The Astronomy Department includes 17 faculty members, whose research interests range from our solar system and the Milky Way to the most distant galaxies in the Universe and the most fundamental questions of cosmology. Senior faculty members in the department have received the highest honors in their field and nine of UCSC's 17 faculty elected to the National Academy of Science have been affiliated with the Department of Astronomy and Astrophysics. In addition, we typically have 20 postdoctoral researchers in residence, a steady stream of visiting scientists, and a dedicated and skilled technical staff. UCSC is also a leader in astrophysics education, and we attract some the best graduate students in the country, enrolling approximately 50 students working towards the Ph.D. degree. Our students continually receive high-profile awards from the National Science Foundation, the Kavli Foundation, and the Hubble Postdoctoral Fellowship program.
Under direction of the Department Manager, the Administrative Assistant is responsible for seminar, event and program coordination, financial transactions, general administration, web and social media management, academic personnel, and special projects. These duties require staying up to date with ever-changing campus policies, procedures and systems related to all aspects of working at UCSC.
Pay, Benefits, & Work Schedule Salary Information: $24.64/hour.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Part-time, Variable Percentage of Time: 50% Average Hours Per Week: 20 Days of the Week: Monday through Friday, weekends and evenings upon occasion, as needed Shift Includes: Day, Evenings, Weekend
Employee Classification: This is a Career appointment
Job End Date: 2 years from hire date, with possibility of extension
Work Location: UC Santa Cruz main campus
Union Representation: Yes - CX Union
Job Code Classification: 004722 (BLANK AST 3)
Job Duties 30% - Seminar, Event & Program Coordination
Coordinate details of weekly seminar series (minimum 1 per week for each 10-week academic quarter), including arranging travel, lodging and logistics for speakers, processing related reimbursement and financial paperwork, supporting communication by sending event announcements, updating webpages, calendar and distribution lists etc.
Coordinate details of the Osterbrock Leadership program, including processing reimbursement and financial paperwork, budget tracking, communications, supporting events and visitors, liaising with the Development Office, etc. Other responsibilities include coordination for Department programming including support for the Photon Horizon Institute, Other Worlds Laboratory (OWL) Summer program, Kavli Summer Program, Lamat Program, and future programs. Duties include coordinating office space and key assignments, lodging, communication, liaising with faculty and participants, etc.
Assist in special events, such as the annual Mandel Lecture, orientations, welcome or alumni functions, student visit days, research socials, internal department events etc.
Facilitate general event planning and coordination, to include some or all of the following: organize event and duties organize mailing list and mailings, reserve rooms, alert media, arrange catering, complete travel and expense reimbursement etc.
30% - Financial Transactions
Maintain knowledge of campus fiscal policies and practices act as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Keep internal spreadsheets. Responsible for informing Department Manager of foreseeable budget shortfalls.
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 faculty expenses, obtaining necessary signatures for alcohol authorization at events, taking quarterly supply inventory and ordering supplies etc.
Reconcile admin accounts monthly and prepare expense reports for Department Manager.
Research and recommend vendors/prices/equipment for various department purchases determine most competitive prices identify substitutes for supplies and low value equipment.
Monitor receipt of paychecks, maintaining security for unclaimed paychecks.
Manage monthly (or quarterly) recharge billings for various equipment and supplies in compliance with research grant deadlines.
25% - General Administration
Greet students, visitors, faculty, and staff etc., serve as first line resource for questions.
Oversee Department room reservation calendar and scheduling; coordinate administrative and departmental meetings; responsible for AV set up and assistance, etc.
Manage Copier Program for new user set up, ordering copier supplies etc.
Prepare and coordinate faculty coursework needs (ex: printing mid-term and final exams etc.) utilizing campus Print Services or onsite office equipment.
Prepare and coordinate instructor and TA course evaluations each term. Create and prepare independent study and permission codes and serve as point person for communication with students. Run and prepare quarterly enrollment reports.
Update and maintain departmental databases, files, equipment etc. Update and maintain the Department's physical space in the mailroom, storage areas, bulletin boards in lobby. Update and maintain mailing listservs, directories, and distribute mail.
Provide general administrative support for Department Manager and Department Chair, including scheduling meetings for the Chair.
5% - Web and Social Media Management
Update and maintain department web pages, including directory and news and events pages.
Coordinate course related materials (links to syllabi, faculty pages) with Department site, where necessary.
Manage and post news, events etc. to the Department's social media accounts.
5% - Academic Personnel Support
Serve as resource person to faculty, including interpreting policies and procedures associated with research appointments and reappointments. As needed, present options for possible appointments (professional researchers, project scientists, postdoctoral researchers, specialists, courtesy appointments, etc.) and facilitate their decisions.
Provide information and assist with hiring compliance, draft appointment letters and compile dossiers as needed. Answer questions regarding recruitments and assist with request for recruitment waivers and supply appropriate documentation and back-up materials as needed.
Assist Department Manager with appointment and reappointment dossiers for other personnel files as assigned.
5% - Special Projects
Perform other duties and projects at same level of complexity, difficulty, and responsibility as assigned. Expected to manage each project with little direction and relying on knowledge and independent judgment.
Maintain procedures manual for major functional areas of the job.
Serve as back up for other Departmental staff positions in the event of leaves, absences or busy times of year. Assist Graduate Advisor on projects where needed.
Maintain and upgrade administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.
Bachelor's degree or four years of relevant experience.
Good organizational, time management, customer service and problem-solving skills. Demonstrated experiences working accurately, with interruptions, and meeting deadlines.
Experience working in an environment that demonstrates ability to work well both independently and as part of a team, and with a diverse clientele.
Experience that demonstrates flexibility, initiative, good judgment and discretion.
Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports. Experience learning, interpreting for others and applying a variety of policies and procedures.
Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.
Experience working in an academic and/or research setting.
Experience with higher education processes, protocols, procedures and organizational structure.
Experience with UCSC systems such as Infoview, DivData, CruzBuy, DocuSign and Filelocker.
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work a variable schedule for events. Occasional weekends and evenings may be required.
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 here.
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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