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: 08-09-2021
Dept Marketing Statement Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Business and Administrative Services (BAS) division at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, employee housing and capital planning, dining services, conference services, early education services, the Bay Tree Bookstore, ID card 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
College Nine and College Ten are the two newest of the ten colleges comprising the unique college system at the University of California, Santa Cruz, and within the two colleges, student affairs staff work closely with academic affairs staff to develop a comprehensive living/learning environment that reflects the themes of both colleges. The theme of College Nine is International and Global Perspectives and College Ten's theme is Social Justice and Community. Building a diverse, international, and multicultural community with respect for and understanding of ethnic, racial, cultural, religious, lifestyle and political differences is the guiding force in all of the incumbent's work.
Under the general supervision of the Coordinator for Co-Curricular Programs, the Co-Curricular Assistant provides administrative support to the Colleges Nine & Ten Co-Curricular Programs office. Responsibilities include programmatic duties (including logistic and implementation support for co-curricular programs and major college events, records management, development of graphic materials), budget tracking and reporting, student worker supervision and oversight, as well as administrative duties (form preparation, website updates, compiling reports, filing, copying, answering telephones, record keeping, information distribution). In addition, the incumbent provides significant support on major college events.
Pay, Benefits, & Work Schedule Salary Information: $21.52/ hourly
No. of Positions: 1
Benefits Level Eligibility: Full
Schedule Information: Full time, Fixed 100% weekly 40Hours weekly Mon - Fri Day Shift
Maintains systems for efficient office functioning, including maintaining clear and accessible documentation of campus and college policies and procedures.
Provides implementation support for co-curricular programs and major college events through records management, budget tracking and reporting, other administrative duties (form preparation, website updates, compiling reports, filing, copying, answering telephones, record keeping, and information distribution).
Prepares and distributes a variety of material including: meeting minutes with action detailed to a variety of constituent groups; PowerPoint presentations for orientations, meetings, other; spreadsheets, tables, letters, memos, reports. Independently updates office systems, procedures and forms. Prepares and handles confidential material and correspondence.
Collects information from staff in unit and maintains accurate records of ongoing events and productions for use in compiling quarterly and annual reports. Develops reporting mechanisms, drafts reports, and maintains complete records.
Coordinates the collation of data from evaluations and needs assessments and tabulates results; produces written summary reports.
Initiates and tracks purchase order requests, financial recharges, reimbursements and other financial forms. Researches and tracks budget spending, monitor funding transfers, troubleshoot incorrect postings and locate vendors. Liaises with the College Budget Analyst to rectify any problems.
30% - Student Staff Supervision and Student Task/Workflow Oversight
Manages workflow in office, including delegation of tasks and responsibilities to student office workers.
Serves as a joint functional supervisor to student office workers, directly daily workflow of student staff, monitoring work hours and maintaining accurate records of budgeted funds.
Attends regularly scheduled meetings with co-curricular staff, programming staff and other college staff work groups as appropriate.
20% - Program Implementation and Support
Coordinates logistics, travel and financial paperwork for contracted speakers, groups, and other service providers.
Completes related paperwork, contracts, travel arrangements, and business and financial services procedures.
Performs outreach and publicity coordination including the development of graphic materials, flyers, handbooks, and other printed materials. Coordinates campus-wide flyer distributions as well as mailings to targeted outreach lists and performs weekly updates to the content on the Co-Curricular Programs/Colleges email newsletter. Maintains oversight of content on co- curricular and programs websites, social media platforms, entering events into the college and campus calendar and maintaining updated and accurate records to facilitate all publicity-related activities.
10% - Office Management
Maintains inventory for all equipment in the Co-Curricular Programs unit. Performs or arranges to have performed minor maintenance on all equipment and arranges for major repairs or purchases with other units and/or vendors.
Identifies needs for upcoming projects and events, and orders supplies accordingly.
Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
Excellent organizational, record keeping and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
Political acumen and diplomatic skills sufficient to work with ethnically and culturally diverse populations in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community.
Sufficient skills to motivate, set goals with, and evaluate student staff.
Artistic and graphic design ability sufficient to create flyers, brochures and handbooks in applications such as Photoshop or other graphics programs.
Excellent interpersonal skills, (verbal and written), with demonstrated effectiveness in interacting with students, staff, faculty, and parents of various social, cultural, economic and educational backgrounds
Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances.
Experience with computer programs and computer applications including Word, Excel, Calendar programs, graphics software, e-mail, and computer skills to develop publications and do desktop publishing.
Ability to prioritize and organize a variety of projects with frequent interruptions and shifting priorities; ability to organize a continuous flow of work in a timely manner and meet mandatory deadlines.
Ability to carry out detailed tasks and resolve problems under general direction.
Ability to assimilate from oral and written sources a broad knowledge of campus policies and procedures and apply them with consistency.
Ability to understand financial reports and budgets. Financial record-keeping skills and experience sufficient to reconcile ledgers, maintain records, and adhere to University policy.
Ability to work effectively both independently and in a team environment.
Selected candidate will be required to pass a pre-employment criminal history background check. Ability to work occasional evenings and weekends as event management support.
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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