Business Operations Specialist

Location: Santa Cruz
Job ID: 58479

JOB POSTING

NOTIFICATIONS

The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California's COVID-19 vaccine program.

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.

INITIAL REVIEW DATE (IRD)

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: 09-27-2023

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

About the Resource Centers

The UC Santa Cruz Resource Centers, led by the Executive Director, offer counter-spaces for students who are queer, trans, nonbinary, womxn, and people of color, as well as impact institutional policies and campus climate. The Resource Centers consist of 16 team members working collaboratively to support the African American Resource and Cultural Center (AARCC), American Indian Resource Center (AIRC), Asian American/Pacific Islander Resource Center (AA/PIRC), El Centro: Chicanx Latinx Resource Center (CLRC), Lionel Cantu Queer Resource Center (GLBT), and the Womxn's Center (WC). The Resource Centers engage the broader campus on issues and challenges facing our communities, and provide programs, physical spaces, and services to foster student's academic, personal, and professional growth, through community-based leadership development. The Resource Centers' vision is for students to feel fully affirmed in their diverse and intersecting identities, be empowered in their academic success, and graduate with a sense of belonging to UCSC.

About the Division

The UC Santa Cruz Division of Student Affairs and Success (DSAS), led by the Vice Chancellor for Student Affairs and Success, consists of nearly 250 team members spanning 3 major units and 21 departments. The division provides campus-wide coordination and leadership for student success programs, activities, and initiatives. DSAS also does work through a range of resource centers dedicated to providing direct student support. The division's work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. DSAS aspires to ensure every student feels welcome, supported, and a sense of belonging during their time on campus. The division's efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, the team is involved in numerous professional organizations and highly engaged in the local community.

About Student Success and Equity (SSE)

The Student Success and Equity (SSE) portfolio of departments is a branch of DSAS focused on academic support services, advising/counseling, student life/co-curricular programming, student identity development and retention/student success initiatives. Student Success and Equity provides services to the campus community with over 17,000 undergraduate and graduate students and has over 64 career employees and 475 student staff employees operating in 8 facilities/locations. The Student Success and Equity area includes a wide array of multi-disciplinary academic and non-academic units including: Disability Resource Center (DRC), Educational Opportunity Programs (EOP), Learning Support Services, Services for Transfer and Re-entry Students (STARS), Renaissance Scholars Program (including Foster Youth), Veteran Resource Center, African American Resource and Cultural Center (AARCC), American Indian Resource Center (AIRC), Asian American/Pacific Islander Resource Center (AA/PIRC), Chicano/Latino Resource Center (El Centro), Women's Center (WC), the Lionel Cantu Queer Center (LGBTQ+), Undocumented Student Services (USS), the UCSC Hispanic Serving Institution Initiatives (HSI), African Black and Caribbean Student Success, Career Success, and campus committees/programs, and the Administrative and Business team for the unit.

The Student Success and Equity area includes all of the units and over 125 state, federal, student service fees and gift fund sources and an annual operating budget of nearly $18 million dollars.

More information can be found at: https://resourcecenters.ucsc.edu/

JOB SUMMARY

Under the general supervision of the Director of Business and Resource Management of Student Success and Equity (SSE), the incumbent oversees general office and unit operations, and works closely with the Resource Centers (RCs) Executive Director to provide fiscal, personnel and administration support to the Ethnic Resource Center and six individual Resource Centers. Functional areas of responsibility include office management of the Resource Centers, supervision of front-line student staff, administrative support, budgetary assistance, facilities and unit operation oversight management.

The Business Operations Specialist advises the RCs Executive Director and Directors on fiscal and business operations for a dynamic unit, providing budgetary, policy, and compliance assistance utilizing campus financial and HR systems and unit, department, division, and campus resources. The Business Operations Specialist serves as the financial assistant for the collective Resource Centers, in addition to the six individual programs, with total permanent budgets totaling over $1,018,000 and one-time funding totaling over $500,000. The incumbent recruits, trains and supervises student employees.

APPOINTMENT INFORMATION

Budgeted Salary: $33.50 - $36.60 / Hourly. Salary commensurate with skills, qualifications and experience.
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: 100%, 40 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: CX - Clerical & Allied Services

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

60% - Financial Assistance, Processing and Analysis

Works with RC Executive Director, RC Directors, and SSE Director of Business and Resource Management to process, approve and reconcile budget activity using available reports generated within the Financial Information System (FIS), InfoView, and UCPath systems.
Conducts trend analyses and helps develop resulting recommendations; advises on budget processes, management, and best practices in alignment with campus policy.
Gains and maintains knowledge of UCOP, campus, divisional and unit policies, procedures and regulations related to unit programming; applies and furnishes such information as necessary and makes referrals as appropriate.
Guides professional staff and student staff regarding proper use of UC funds and compliance with university, state, and federal mandates, specific to each funds' restrictions and deadlines; verifies for accuracy.
Attends training sessions, as needed, to remain knowledgeable of current policies and procedures and use of financial and HR systems.
Trains and assists RC professional staff and student business staff regarding detailed accounting, purchasing, travel and entertainment policies and procedures.
Processes or assists staff to connect with vendors and guests on Payee Setup forms, Honorarium (Direct Pay), Contract Payments, and requisitions via CruzBuy (Service POs).
Acts as liaison to SSE/Division of Student Affairs and Success; attends regular business team meetings and other campus and divisional trainings associated with new/changing financial processes, programs, policies and administrative changes, and keeps Resource Center units updated with these changes.
Reviews Corporate Travel and Entertainment card (CTE) and Procurement Card (Pro-Card) statements for approvals assisting with reconciliation by identifying errors in data entry and fund usage.
Provides assistance to Directors and Executive Director in developing job descriptions, facilitating benefits communications, and providing guidance and support in onboarding, compensation programs, personnel policies, and procedures.
Serves as primary administrative support for staff, including document preparation, scheduling, organizing and facilitating staff meetings, and representing the RCs in campus and staff committees.
Organizes logistics for various advisory board meetings, assists with student funding proposals, and completes awards and scholarships notifications and distribution.
Participates in the development, evaluation, and implementation of long range unit goals.

20% - Student Staff Supervision

Recruits, hires, trains and supervises student employees; oversees student work schedules and approves biweekly timesheets.
Facilitates regular student staff check ins, meetings; plans and coordinates student retreats and trainings.
Supervises student staff assigned with promoting unit events, creating promotional materials, and provides support as needed.
Oversees student staff tasked with the updates and upkeep of the Resource Centers website content, social media accounts, and calendars and maintains office bulletin boards and literature tables.
Provides customer service support and refers students on complex and sensitive issues to appropriate RC staff and campus resources.

20% - Office, Administrative & Facilities

Oversees the Resource Centers daily office operations, monitors inventory and coordinates orders.
Coordinates ITS support, repair, and upkeep of office equipment.
Coordinates building facilities management, including safety procedures and opening and closing of administrative offices and others as deemed necessary.
Manages electronic office organization, including but not limited to, team drives, email group lists, and calendars.
Plans and coordinates various ERC events; participates in planning committees for cluster collaborative programs and activities, and oversees coordination of student panel requests for visiting groups of prospective students, ERC food pantry, Study Jams, and other programs/services.

REQUIRED QUALIFICATIONS

High school diploma or equivalent experience.
Excellent initiative, resourcefulness, and attention to detail.
Cultural competency skills to engage with individuals from diverse backgrounds, particularly those within the Resource Center communities.
Ability to exercise tact and diplomacy, sensitivity and helpfulness when interacting with students and their families, faculty and staff from diverse cultural or socio-economic backgrounds or handling sensitive issues.
Knowledge/understanding of diversity issues in higher education.
Excellent interpersonal and communication skills, including a pleasant telephone manner and customer service skills.
Ability to manage/coordinate an office operation.
Experience in the production of detailed reports and documents.
Excellent organization skills and abilities sufficient to complete concurrent assignments with frequent interruptions and noisy work environments.
Proficiency in the use of English grammar, including spelling, punctuation and the ability to proofread work carefully.
Ability to learn, explain and apply policies and procedures in both verbal and written forms.
Ability to give, receive and record clear, concise information or directions (written and oral).
Knowledge and experience using standard office computer applications such as Google applications and team drives, Microsoft Office, Adobe Acrobat, and database software.
Ability to function effectively as a member of a team.

PREFERRED QUALIFICATIONS

Bachelor's degree in related area and/or equivalent experience/training.
Thorough knowledge of university financial systems reporting, querying tools, policies and procedures related to accounting, purchasing, financial processes, and program planning.
Knowledge of and experience working with diverse campus departments, student clubs and organizations, and related policies
Experience working with college students.
Experience using Mac computers, desktop publishing and website design/maintenance software.
Bilingual English and Spanish.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
Will be required to work all scheduled hours on-site.
Ability to work occasional evenings and weekends as directed.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to travel to multiple work locations on and off campus.
Ability to maintain appearance and conduct suitable for working in a professional setting.
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=58479&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.

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About University of California 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.

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