Career Center

Assistant College Programs Coordinator

Location: Santa Cruz
Job ID: 58326

JOB POSTING

Multiple Positions Available; College 9 & JR Lewis College and Kresge College

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.

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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: 10-18-2023



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 at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, and capital planning, dining services, conference services, early education 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.

More information can be found at: https://collegenine.ucsc.edu/ and https://kresge.ucsc.edu/

JOB SUMMARY

Under the general supervision of the College Programs Coordinator, the Assistant College Programs Coordinator will provide administrative and general program support to the College Programs Office. Supervise & train student programs staff. Support Fall student leader training, Orientation and Move-In, Welcome Week, College Nights, Commencement, and other college-wide and campus-wide programming. Oversee spending and financial tracking for the Programs and Activities Office. Provide assistance to students and student groups regarding policies and procedures for implementing student events, etc.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 / hour.
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, Variable
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Monday to Friday; some weekends may be required
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX - Clerical/Admin

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

45% - Student Leadership Support

• Under the general supervision of the College Programs Coordinator, mentor, support and supervise the Programs and Activities Office student leader teams (5 to 7 Programs/ Planning Assistants and 10 to 25 Orientation & Welcome Leaders). Assign daily tasks, coordinate schedules, and set work priorities. Monitor work and/or approve time sheets. Train as needed in new responsibilities.
• Guide and advise college-affiliated student groups in collaboration with College Programs Coordinator (i.e. student government, special event planning committees, etc.)
• In collaboration with the College Programs Coordinator develop, track, and assess goals for Student Leader Development in alignment with campus-wide and college-specific curricular plans and strategies.
• Create, facilitate, and evaluate training sessions for student leader teams both during Fall Training and throughout the year as needed, under the guidance of the College Programs Coordinator and in collaboration with campus-wide Student Leader Engagement plans. This will involve working a variable schedule, with occasional night and weekend work.
• Participate in campus-wide Student Leader Selection processes when those processes are being used to select Programs and Activities Office staff (e.g. Programs Assistants). Organize and coordinate office-specific selection processes for positions not selected through campus-wide processes (e.g. Fall Planning Assistant, Event Staff/Tech Crew, Orientation & Welcome Leaders, etc.). Use the Career Center hiring system to initiate the hiring of student employees. Write job descriptions, order recruitments, interview, collaborate on hiring decisions with Programs and Activities professional staff.

30% - Event Planning and Curriculum Support

• Guides student leaders in the development, planning, and implementation of a wide variety of activities and events in line with the themes, curriculum, and community needs of the colleges. This will involve working a variable schedule, with occasional night and weekend work.
• Create appropriate curricular documentation for activities and events. Support the tracking and curricular assessment of activities and events.
• Acts as a resource person for planning, publicizing, and implementing activities and programs organized by student leaders or groups at the college(s) and registered student organizations who seek to cosponsor activities in the college(s). Assist with coordination of admissions/outreach programs as needed.

25% - Financial Management, Administrative Support and Other Duties as Assigned

• Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria,
  reimbursements, and entertainment. Duties include, but are not limited to creating CruzBuy requisitions and purchase orders, preparing reimbursement forms, taking quarterly supply inventory and ordering supplies etc.
• Research and recommend vendors/prices/equipment for various department purchases; determine most competitive prices; identify substitutes for supplies and low value equipment.
• Support major campus-wide initiatives, such as Commencement, Welcome Week, etc. This will involve working a variable schedule, with occasional night and weekend work.
• Update and maintain office databases, files, equipment, inventory, etc. Update and maintain the office's physical space, storage areas, etc.
• Provide general administrative support for the Programs and Activities Office, and College Programs Coordinator.
• Perform other duties and projects at the same level of complexity, difficulty, and responsibility as assigned. Expected to manage each project with moderate direction and relying on knowledge and independent judgment.
• Greet students, visitors, faculty, and staff etc., serve as a first line resource for questions (in-person, over telephone, and online via email, social media, etc.).
• Maintain procedures manual for major functional areas of the job.
• Serve as backup or assist other office positions when needed, as directed by the College Programs Coordinator.
• Assist in the creation of a variety of publications and social media postings as needed: maintains the Programs Office website and events calendar, and support Program Office social media platforms.

REQUIRED QUALIFICATIONS

• Experience training, supervising, leading, and/or mentoring student population in both one-on-one and group settings.
• Experience with events planning or other project management
• Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
• Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions.
• 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
• Ability to handle confidential matters with tact, discretion and personal integrity
• 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 purchasing and managing a budget.
• Knowledge and experience using standard computing tools including Google Suite/Microsoft Office applications, on-line databases, email, and web-based research tools
• Basic knowledge and experience with graphic design and video creation tools and programs sufficient to create social media content.

PREFERRED QUALIFICATIONS

• Experience working with students in an educational or university context
• Experience planning events in a university context
• Advanced graphic design and videography skills

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must have the ability to work a variable schedule for events.
• Occasional evenings and weekends will be required.
• Ability to lift 15 pounds with or without accommodation.
• 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=58326&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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