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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: 08-16-2021
Dept Marketing Statement Founded in 1969, community studies is the oldest interdisciplinary program at UCSC. The longstanding hallmarks of community studies are its focus on social justice and its distinctive pedagogy integrating classroom learning and extended field study. Community studies was a national pioneer in the field of experiential education and its civic engagement model has been emulated widely. Community studies was also a pioneer in addressing principles of social justice, specifically inequities arising from race, class and gender dynamics in society at large, and in critically assessing strategies for achieving social change.
Community studies alumni have pursued a wide variety of professional careers in health care, K-12 education, public policy, social work, urban planning, higher education, and law. According to a 2005 alumni survey, almost 100 alumni have founded non-profit social justice organizations and many more have served on non-profit boards and/or in executive director positions. The phrase we are everywhere is an apt description of the contribution community studies alumni have made to society over the past half century.
The Community Studies Program Manager works in close consultation with the faculty director. Program personnel currently include one ladder-rank faculty; an array of ladder-rank faculty affiliates; four emerity faculty; two continuing lecturers; 1-2 lecturers (annual average) plus teaching assistants and graduate student instructors.
Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Major functional areas of responsibility include: overall management of the program, including outreach, operations, budget, staff and academic personnel, student services, space and program and curricular implementation; provide support in the development of long-range and strategic plans, human and financial resources, and facilities. Serve as primary contact for internal and external matters to resolve issues and make decisions affecting program administration.
Pay, Benefits, & Work Schedule Salary Information: $68,000 - $74,000 / annually. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full
Schedule Information: Full time, Fixed 100% weekly 40 Hours weekly Mon - Fri Day Shift
Employee Classification: Career
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: None
Job Code Classification: 007377 - ADMIN OFCR 3
Job Duties 30% - Program Administration and Planning
Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
Provide direct administrative and analytical support to Program Director using knowledge of campus administrative organization, policies, procedures, and practices; insure confidentiality of sensitive departmental issues. Represent Program Director and Program at meetings as needed.
In consultation with the Program Director formulate, propose, and implement policies and procedures as appropriate to meet short- and long-term department and campus goals and objectives: collect, analyze, organize, convey information or data, maintain required records.
Serve as primary resource to Program Director and faculty on campus and program policies and procedures: anticipate needs and problems, offer support, recommend solutions to inquiries on policies and procedures, and implement changes as needed.
Provide administrative support for academic personnel processes for the program's ladder-rank faculty and lecturers (lecturer pool recruitments, appointments, reappointments).
Independently responsible for recruiting, hiring, training, supervising, and all related tasks of all student employee staff; create student employee job descriptions. Monitor and evaluate performance, provide corrective action as needed.
Coordinate and oversee special events for students and program; manage all purchasing, outreach, media needs; create publicity plan and documents; initiate and oversee financial transactions, manage event budget to meet goals and objectives of program. Recommend support needed to Program Director.
Create, organize and oversee fundraising campaigns, alumni outreach efforts, and other donor events to meet goals and objectives of program and campus campaigns.
Coordinate evaluation of program, based on data make recommendations to Program Director; implement modifications as required.
30% - Undergraduate Program Support
Advocate students' interests; recommend academic policies and procedures to Program Director and other appropriate parties.
Review and approve graduation requirements and all related tasks. Research individual discrepancies, corresponding with the appropriate office or individual to resolve problems. Verify completion of comprehensive and Disciplinary Communication requirements. Verify completion of majors via AIS by the established campus deadlines. Maintain required graduation records.
Analyze curriculum of affiliated departments for elective approvals, consulting with Program Director as needed.
Approve, deny or recommend action on petitions on waivers, declaration of majors, and extension of enrollment, Education Abroad Program study plans, readmission, and other process requirements as needed.
Design and conduct individual and group advising, declaration of major workshops.
Design and conduct outreach and retention activities as representative at all campus student advising functions, such as Summer orientations, Fall orientations, Spring Spotlight, etc. Presentations to groups and individuals.
Recommend and prepare action on student appeals, academic integrity, and disciplinary issues. Advise on course substitution petitions, waivers, and re-admissions.
Independently responsible for counseling proposed and declared undergraduate students on all facets of major requirements, policies and practices. Advise students on selection and sequencing of appropriate courses, catalog rights, assess student developmental needs.
Responsible for declaration of majors, orientations, honors review, and all other functions related to undergraduate student advising. Maintain current knowledge of needed campus systems, such as AIS.
Provide administrative support for Field Study program: design, develop, produce update/revise and distribute all forms and informational material for students. Maintain field study resource material and manage Field Study Resource Office. Insure students meet deadlines for submission of field notes, papers. Maintain regular contact with students in the field to monitor performance. Primary contact for organizational supervisor; work with organizational supervisor to troubleshoot/resolve issues that may arise.
Responsible for initiation, coordination and oversight of annual process for program and campus student awards and scholarships. Solicit nominations, review files, make recommendations to appropriate groups, request awards.
Liaison with other campus units regarding undergraduate program and students. Act as a resource for external inquiries regarding the undergraduate programs and curriculum. Coordinate programs and services with EOP, EAP, STARS, ADEPT, Bridge, Counseling Services, Colleges, etc.
Review and approve community college articulation agreements; determine appropriate course equivalencies.
Communicate regularly with students using appropriate form of multiple methods including social media, web, email.
20% - Curriculum Administration and Planning
Performs studies for resource plans, including approaches, trends, sources and uses.
Responsible for initiating and drafting the annual Curriculum and Leave Plan and all related tasks. Solicit faculty teaching proposals. Analyze workload, curricular policies, enrollments and student requirements to identify curricular needs; advise and make recommendations to the Program Director; implement solutions.
Facilitate the delivery of instruction and course evaluations, coordinate and direct curricular support. Recommend resource allocation, i.e. TAs, CAs, reader support, etc. to individual courses.
Responsible for initiation and coordination of course scheduling process and all related tasks; solicit instructor requests; compile and draft schedule to minimize conflicts, review for campus and program policy compliance, submit approved schedule to division using campus reporting database, review proofs for accuracy. Maintain accurate and current CCLP.
Responsible for initiation and coordination of summer session course process and all related tasks; solicit instructor teaching proposals, assemble and review proposals, make recommendations to Program Director, submit program recommended curriculum to Summer Session office.
Advise Program Director regarding enrollment management, anticipate projected enrollments using historical data and predicting future student growth using available reporting tools, make recommendations to ensure program goals and student needs are met; recommend changes in courses and instructor assignments to best utilize resources; assign course permission numbers, based on student eligibility.
Responsible for initiation and coordination of annual catalog process, oversee review and revisions of program statements, course descriptions, and faculty listings and all related tasks. Oversee course approval and revision process to ensure curricular needs and program and campus policies are met.
Coordinate update of major sheets and other promotional materials for campus wide events, admissions, and outreach activities. Ensure submission deadlines are met.
15% - Budget
Develops and prepares budgets and financial reports for funding which may be complex.
Manages program budgets, including temporary academic staffing, operating, recruitment, discretionary, instructional and gift funds. Prepares analyses and information for programmatic planning and requests for additional funding and equipment. Delegated signature authority on program accounts. Serves as liaison with Division Business Office and other campus units. Monitors expenditures with care to not go into deficit. Approves budget balances at fiscal closing and verifies allocations for subsequent fiscal year.
5% - Development, Public Information, Outreach
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
Independently responsible for design and production of program materials for the purposes of outreach, publicity, student and faculty information.
Serve as the local specialist resource for the WCMS to all program faculty; program representative to ITS as needed.
In consultation with Program Director, have primary responsibility for web site. Recommend and create content, including new pages. Maintain web site to be current and up to date.
In consultation with the Program Director, recommend and create content for other digital and social media, i.e. Facebook.
Maintain knowledge of, assist with, and utilize media equipment to meet program goals and objectives. Create and maintain equipment inventory and make recommendation to best meet IT needs of faculty and staff.
Bachelor's degree in related area and / or equivalent experience / training.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Administrative/analytical/ management and leadership skills sufficient to manage all operations of a complex academic program.
Demonstrated ability to assimilate, interpret and apply administrative policies and procedures and to exercise confidentiality, flexibility and good judgment.
Demonstrated experience in managing projects with a high volume of information including the ability to identify objectives, establish priorities and delegate responsibilities.
Demonstrated experience in financial management experience including knowledge of accounting/budgeting principles and expense projection and budget balancing.
Demonstrated experience in planning with the ability to adapt to a changing organization and environment.
Demonstrated experience anticipating and analyzing problemsolving, devising and implementing solutions.
Demonstrated leadership experience and decision-making ability, including administrative initiative and program development.
Political acumen sufficient to establish and maintain effective working relationships with diverse constituents.
Experience with personal computing applications and computerized information systems with the ability to learn new systems in a highly technical environment.
Organizational and time management skills sufficient to independently set priorities, coordinate and complete a number of competing assignments within established deadlines.
Ability to train, supervise, assign, and monitor workload and evaluate performance for a limited restricted temporary workforce.
Ability to work cooperatively and effectively with students, faculty, staff and co-workers of diverse social, cultural, economic and educational backgrounds.
Excellent writing skills with the ability to produce clear, concise, logical and grammatically correct correspondence and reports.
Graphic design skills to develop professional and attractive web sites and program materials.
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Solid knowledge of common University-specific computer application programs.
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
Selected candidate will be required to pass a pre-employment criminal history background check.
Will be required to complete Title IX (Sexual Harassment) training every two years.
Ability to work occasional evenings and weekends.
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.
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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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