Career Center

College Assistant

Location: Santa Cruz
Job ID: 54214

JOB POSTING

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

• How to Apply
• Troubleshooting
• Tips for Applicants
• FAQ's

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. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 06-20-2023



ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) 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 Campus Store, 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.

Cowell College is the founding College at UCSC. The College has about 1,700 undergraduate students, about 700 of whom live in residence. Faculty and staff at the College work closely together to support an integrated approach to undergraduate education in the context of a living/learning community whose motto is 'The Pursuit of Truth in the Company of Friends.'

Stevenson College is one of the first colleges at UCSC. The College has about 1,700 undergraduate students, about 700 of whom live in residence. Faculty and staff at the College work closely together to support an integrated approach to undergraduate education in the context of a living/learning community whose theme is 'Self and Society'.

More information can be found at: https://stevenson.ucsc.edu/index.html

JOB SUMMARY

Under the general supervision of the Senior Director, the incumbents will perform a wide variety of general customer service and office management duties, general academic advising support, problem solving, information research, and college mail management. This position has extensive contact with campus units, academic departments and faculty, parents and other members of the public.

APPOINTMENT INFORMATION

Budgeted Salary: $23.86 / hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 75%, 30 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Clerical Employees (CX)

Job Code Classification: BLANK AST 2 (004723)

Travel: Never or Rarely

JOB DUTIES

50% - General Office Management

• Serves as the front-line contact for Cowell or Stevenson College and, in doing so, promotes goodwill and public support for the College.
• Greets and directs walk-in traffic and handles telephone inquiries from students, their families, UCSC faculty and staff, and the general public.
• Responds promptly to all email and voicemail messages and initiates actions to resolve a wide variety of issues, using independent judgment in helping to resolve customer issues or concerns, or in referring issues to appropriate college staff for resolution.
• Provides professional, service oriented advising and information regarding the college, campus, policies, and procedures to students and prospective students, faculty, staff, parents and members of the public, by phone, email, in person, and in writing.
• Become familiar with the services provided by the Registrar's Office, Admissions, the Campus Housing Office, Student Business Services, the Conference Office, and the various academic departments and divisions in order to be able to respond to inquiries and direct students and customers appropriately.
• Maintains student records, works with student peer advising staff, and provides some support Academic Preceptor staff, including coordination of staff appointment calendars.
• Research, retrieve, process, and manipulate data from the Academic Information System (AIS) to support information needs of the college and create reports, spreadsheets, and labels.
• Schedule assigned college-controlled rooms, including the Guest Suites and public areas of the Provost House, disbursing keys as necessary.
• Responsible for the security and distribution of payroll and other checks to students and staff.
• Manage the parking permit process and the disbursement of lost and found items, and oversees and maintains college website.
• Maintain inventory of office supplies for the College Office, arranges for office equipment service needs, and trains staff and student workers on the proper use of office equipment.
• Provide administrative support for special events and as assigned.
• Provides training for student staff as needed and other duties as assigned.

30% - Mail Management

• Independently responsible for all aspects of the provision of mail services for students and first level distribution for 75 faculty/staff. Responsible for setting up and breaking down the mailroom each year, assigning and distributing mailbox numbers, and for forwarding of mail in compliance with US Postal regulations.
• Oversees the receipt and distribution of all non-US Mail vendor deliveries, special and package deliveries, and daily intercampus mail for the college and ensures prompt and accurate delivery.
• Develops and maintains computerized mailing lists and an accurate mail database for daily use in the mailroom.
• Responsible for the hiring, training, scheduling, supervision and evaluation of 4 -6 student staff mailroom positions, providing disciplinary action as required.
• Has the knowledge and ability to apply all US Postal Service laws, rules and regulations surrounding mail handling and ensures that all student staff workers are trained in the appropriate handling of US Mail in compliance with US Postal Service policies.

20% - Academic Advising Support

• Responsible for the primary coordination and routine management of student records and advising files for approximately 1700 current students, including the retrieval of data from the Registrar's Office for use in the college for advising and registration purposes. Includes setting up and maintaining the files for new admits, continuing, graduate, and inactive students.
• Collects student data, produces student rosters, and coordinates the dispersal of registration, enrollment and advising information on a quarterly basis.
• Manages advising schedules as needed and provides students with preliminary information regarding their student record and academic status and assists students with enrollment problems and in interpreting their academic records.
• Directs students to appropriate advising staff. Refers students to the Office of the Registrar, the Office of Admissions, the Financial Aid and Scholarship Office, and other appropriate resources.
• Ensures the confidentiality of all student records in compliance with federal regulations and University policies in regards to the release of information.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

• Substantial experience working in a customer service focused environment with an emphasis on effectiveness, professionalism, tact, and integrity
• Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
• Excellent oral, written, and interpersonal skills, with an emphasis on active listening. Must possess the ability to comprehend and react in a flexible and professional manner.
• Excellent telephone and customer service skills with the ability to convey information in a supportive, yet clear and concise manner.
• Experience with computers and word processing, database, calendaring, spreadsheet, desktop publishing, browser, and email applications with the ability to produce a variety of correspondence, including newsletters and flyers.
• Demonstrated organizational skills with the ability to handle and prioritize a variety of customer service tasks and to provide assistance to professional and clerical staff as needed.
• Ability to maintain tact, diplomacy, and patience while handling numerous inquiries on a wide variety of subjects; use good judgment in referring inquiries to other campus resources.
• Ability to work with, supervise, motivate, and mentor student staff.
• Ability to interpret and provide instruction on regulations ranging from academic, social and residential college & departmental policies to general University policies & procedures.
• Ability to maintain records and filing systems with the ability to maintain the confidentiality of all records and information.
• Ability to interact effectively with staff and students from diverse cultural backgrounds.
• Ability to interpret and provide instruction on regulations ranging from Federal postal laws, to academic, social and residential college and department policies, to general University policies and procedures.

PREFERRED QUALIFICATIONS

• Knowledge of US postal service regulations and rules.
• Experience working with college age students.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date.
• 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 understand 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 Employment 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.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=54214&PostingSeq=1

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 2022 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-a554a2d1da649d44b30587c9cc1a8e0d

Return to Search Results