ABOUT UC SANTA CRUZ 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.
Initial Review Date (IRD):10-14-2021
Dept Marketing Statement The History of Consciousness Department offers a Ph.D. program that operates at the intersection of established and emergent disciplines and fields, acquainting students with leading intellectual trends in the Humanities, Arts and Social Sciences. Intellectual projects are problem based and draw upon diverse theoretical approaches.
UC Santa Cruz has an extraordinary history of excellence in the humanities and a promising future. In the Humanities Division, we are dedicated to producing interdisciplinary research, student learning, and public programming in ways that break new ground, address urgent questions, and speak to a diverse array of communities and concerns. Our division's nine departments and programs, with outstanding scholars and teachers who care deeply about our students, foster courses of study dedicated to global cultures, histories, languages, and literatures.
This position is shared between the Humanities Division and the History of Consciousness Department. Under the general supervision of the Assistant Dean, the position plans and coordinates events in support of the Dean's priorities. Events support includes overseeing scheduling, reservations, and publicity. Under the general supervision of the Department Manager in History of Consciousness, the position provides support to the department office with primary areas of responsibility in the areas of department administration, graduate program support, curriculum scheduling.
APPOINTMENT INFORMATION Salary Information: $24.64 - $28.90 / Hourly. Salary commensurate with skills, qualifications and experience.
Coordinate events related to the Humanities Dean's priorities (such as undergraduate research and student success programming), and events in History of Consciousness Department.
Oversee scheduling, reserve rooms, set up and break down events, arrange media needs, and order catering.
Assist with publicity for division/department speaker series and other public events.
Post and maintain events on division/department calendar.
Prepare and process forms for business transactions, including purchasing (CruzBuy and Procard), reimbursements, travel and entertainment functions, honoraria, and student fellowships.
Maintain knowledge of pertinent campus fiscal policies and practices.
Act as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedure
35% - Department Administrative Support - History of Consciousness
Serve as main contact person for the department. Screen visitors, assess the nature of requests, and direct them to the appropriate staff member, faculty member or campus unit. Ascertain students' needs and provide them with the appropriate information regarding the department's undergraduate programs.
Coordinate department operations. Maintain office supply inventory and order as needed, maintain office machines and call for service as needed, maintain department contact lists, bulletin boards, department offices, key inventory (issue/collect keys) and distribute mail. Arrange parking for guests and maintains department parking permits.
Schedule appointments and meetings; maintains calendars and meeting schedules; prepare agendas, minutes and materials for meetings, distributing them in a timely fashion. Assist with media needs.
Provide administrative support to Department Chairs, Manager, Directors, Faculty and other department/program committees.
Maintain databases on Google Drive and on the shared server. Solicit and updates information. Generates reports from the databases.
Prepare reports, newsletters, brochures, posters, flyers, fact sheets, posters, and other publications by utilizing desktop publishing techniques and designs. Coordinate duplication and distribution. Assist with the annual review and updating of handbooks and handouts for hardcopy and websites. Track needed revisions for future updates.
Assist Manager in preparation of academic personnel action documentation. Assist Manager in preparation of Visiting Scholar or Researcher appointment documentation, such as DS-2019 requests, and in on-boarding of visitors, including access to rooms and inclusion on mailing lists.
Serve as a resource to faculty and other campus units. Provide information on alternatives, provide referrals, identify campus resources, and facilitates communication.
Attend and participate in regular meetings or training sessions as assigned and/or as appropriate to the position (staff meetings, some department/program meetings, etc.). Report on meetings as appropriate to the agenda and/or upon request.
Stay current on software and policies as needed for to job functions. Remain proficient with Microsoft Word; File Maker Pro; Microsoft Excel; database applications and internet navigation; Google docs; online website software (such as the WCMS); desktop publication software; campus systems (such as AIS, eCommons, OCE, Cruzbuy, and others).
Other duties as assigned.
5% - Curriculum Support
Oversee and coordinate scheduling (quarterly and ongoing) of History of Consciousness. Solicit information from faculty, draft teaching schedules, enter and maintain data in CCLP, manage change requests, monitor enrollments, and provide reports as needed. Enter TA turnaround information into CCLP.
Enter and maintain curriculum and leave planning (annually and ongoing) data in CCLP; provide reports as needed.
Coordinate and process course approval and course revision forms. Initiate paperwork for course approvals/revisions, review submissions for completeness, enter data into CCLP, and submit completed forms to the Humanities Division, adhering to quarterly submission deadlines. Maintain and update department's internal course catalog, course approval/revision files, and Team Drive curriculum file.
Provide assistance with the annual updating, revision, and submission of catalog copy for History of Consciousness. Update and revise programmatic statements, course descriptions, and faculty listings, adhering to quarterly submission deadlines.
Provide permission numbers to faculty each quarter. Help students troubleshoot enrollment difficulties and section changes.
Collect course syllabi each quarter and maintain archival electronic files.
Prepare, distribute, and collect online course/instructor and TA evaluations. Maintain archival electronic files.
5% - Graduate Program Support
Distribute enrollment numbers and ID stickers to enrolled graduate students.
Provide administrative assistance with QE examinations, preparing TA appointment process documents (Description of Duties), preparing and disseminating award calls (Outstanding TA award, Teaching Fellows awards, etc.), maintaining information in AIS.
Assist with on-boarding new students, including facilitating copier access, mailbox creation, computer access, and Omni-lock access.
Coordinate facilities related issues - keys, office spaces, copier/printing needs.
Assist with the annual graduate admissions and recruitment process and student visits. In collaboration with the Manager, develops the agenda and coordinates with graduate advisors in other departments. Make hotel and catering arrangements. Process travel paperwork.
5% - Information Technology and Web Support
Maintain and update the web sites for History of Consciousness. Post content (e.g., featured profiles and new stories) and update information pertaining to the undergraduate and graduate programs, faculty, curriculum, and department/programs in general. Manage alumni email.
Demonstrated ability to coordinate office work, prioritize daily workload, anticipate needs and participate in projects.
Excellent written, verbal, and interpersonal communication skills, including experience creating a variety of written materials.
The ability to disseminate information in a clear, accurate, and effective manner.
Professional demeanor and discretion in dealing with sensitive or confidential matters.
Experience within a university or equivalent organization.
Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
Experience in computerized office environment, including skill with databases, spreadsheets, text editing applications and electronic mail systems and the ability to learn new systems.
Strong knowledge of desktop publishing, multimedia and web publishing applications, with a general understanding of design and aesthetics.
Proven organizational skills and ability to respond promptly to changing priorities and to complete a number of projects with competing deadlines and frequent interruptions.
Ability to work with minimal supervision, while also being a contributing member of a team.
Experience coordinating conferences and events. Ability to follow through in event coordination, including budget and travel arrangements.
Experience with UCSC computing applications and databases, or equivalent (AIS, COGNOS, GARP, Infoview, Cruzbuy).
Knowledge of UCSC policies and procedures.
Ability to create web pages, develop web sites, and troubleshoot associated issues.
Ability to understand and modify HTML code within the campus Web Content Management System (WCMS).
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.
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 How to Apply tutorial for detailed instructions on our applicant process.
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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