Location: Santa Cruz
Job ID: 40527
JOB POSTING
NOTIFICATIONS
UC Vaccination Policy: With limited exceptions, 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.
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 IRD for this job is: 09-05-2022
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
Physical Planning, Development & Operations (PPDO) manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital planning and space management, and the associated business services necessary to support these functions. The University's main campus is spread across more than 2,000 acres and includes over 500 buildings comprising more than 8 million square feet. The department includes operating budgets of over $48 million, manages a capital project portfolio of approximately $500 million, and employs nearly 300 full time staff to carry forth the duties necessary for the campus' development and operation.
More information can be found here: https://physicalplant.ucsc.edu/plant-services/index.html
JOB SUMMARY
Under the direction of the Custodial Manager of Physical Plant Services, provide general administrative support, including meeting agendas/minutes, calendaring, financial analysis and reporting, expenditure/cost monitoring, emergency preparedness planning, ergonomic assessments, office and space planning, supervising student employees. Compile data, develop budget and metrics reports, projections and analysis for Custodial Manager and Day Shift and Night Shift Supervisors. Assist with safety meeting coordination and I2P2 compliance documentation. Provide support in the areas of planning, scheduling, administrative, clerical, training staff on processes and systems, timesheet completion and submission, and communication services.
APPOINTMENT INFORMATION
Salary Information: Salary Range: $28.34 - $30.29 / hourly. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
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: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: 004263 - ADMIN OFCR 2 CX
Travel: Up to 25% of the time
JOB DUTIES
50% Administrative Support

• Act as an administrative resource for Custodial Services Unit and its operation and functions. Provides various routine administrative support functions.
• Resolves scheduling conflicts, gathers and prepares relevant data, briefing materials, reports, correspondence, and other resource items as needed for meetings. Plans, schedules, and coordinates meetings for the unit; prepares agendas; takes meeting minutes; maintains an overview of pending business and deadlines.
• Assists with responses to and/or field's inquiries, complaints, and concerns from various divisions, departments, outside agencies, concerning operational and work issues within the department. Working with Supervisors, researches and resolves problems, provides guidance to the unit manager on action to be taken.
• Assists with the development of procedures, the simplification and streamlining of specified operations and/or responding to a particular unit need/issue. Initiates improvements in the efficiency of workflow. Assists with training staff in business processes, systems and on new technologies.
• Assist Custodial Services supervisors in keeping job descriptions current, processing training requests, initiating employee action requests such as reclassifications, equities, stipends, etc. Obtain schedules and course instruction overviews. When requested, assists in the logistical and scheduling arrangement for each employee's attendance at the designated training course.
• Assists with search committees and processes paperwork from completed recruitment processes as requested.
• Other duties as assigned.

35% Resource Planning & Analysis

• Provides ad hoc, budgetary and metrics reports and support for Custodial Manager and Day Shift and Night Shift Supervisors. Uses databases and electronic query tools for the purposes of obtaining accounting information; compiling data, organizing, analyzing, and presenting detailed and summarized financial spreadsheets and reports. Researches and verifies data for accuracy and completeness.
• Coordinates and develops detailed reports for the purpose of procuring initiative and other funding for equipment replacements.
• Creates and maintains database files relevant to areas for which Custodial Services is responsible.
• Compiles data and prepares reports for campus customers, as well as identify campus wide information needs and sources of data. Assists with maintenance of the unit's website.
• Analyze work areas and determine designs for space utilization. Work with outside vendors on projects for new & updated workstations.
• Evaluates office equipment within Custodial Services and makes recommendations to improve, and increase work efficiencies. Assists with equipment purchases and inventory. Works with vendors regarding purchase, rental or lease agreements of office equipment, such as printers, faxes, copiers, plotters and scanners. Maintains the supply inventory; ink cartridges and paper. Processes annual equipment inventory reports. Coordinates office equipment maintenance, performs cost analysis; expedites requests for repairs or service when needed.

5% Safety Coordination & Emergency Planning

• Serve as the Certified DEA, Department Ergonomics Assessor for Custodial Services and other units as needed. Assess employee's workstations, evaluate, make recommendations, coordinate design and implement changes. Process necessary paperwork for TOF from Ergonomic grants following strict UCSC guidelines.
• Assists with Emergency Preparedness planning and documentation for Custodial Services. Create flowcharts for Emergency Preparedness procedures, advise and assist supervisors with sub-unit procedures, ensure evacuation signage is up-to-date, set up annual employee Safety & CPR/AED/First Aid training. Prepare and update employee rosters, checklists and supplies.
• Assist with IIPP program coordination for Custodial Services. Assist supervisors and Custodial Safety Coordinator with implementation/upkeep of Safety Data Sheet (SDS) program/binders. Assists with scheduling monthly safety meetings and safety committee meetings.

10% Special Projects

• Assists Custodial Manager and Supervisors with administrative functions and reporting related to campus and UC system initiatives and mandates.
• Plans events for Custodial Services, including team building events, special gatherings, retirements, etc. Develop budgets, menus, and attendee list, create flyers, secure locations, and obtain unit signature approvals, while following UCSC guidelines, policies and procedures.
• Occasionally operates a University vehicle for university business both on campus and off.

REQUIRED QUALIFICATIONS

• Knowledge and skill with the following software: MS Excel, MS Word, Google Apps Suite
• Ability to learn the following software: Infoview, Filemaker Pro, CruzFix, and CruzBuy
• Experience in, or knowledge of, accounting, accounting principles, and bookkeeping.
• Numerical, analytical, and problem-solving skills characterized by preparing charts, tables, and developing and drafting reports.
• Ability to produce professional correspondence, proposals, and reports in a clear and thorough manner with excellent proofreading skills. Extensive business writing skills with the ability to correctly apply English grammar, comprehension, and spelling.
• Related administrative and clerical support experience.
• Ability to work independently; to anticipate, determine and initiate appropriate actions to be taken.
• Ability to interpret and apply complex policies and procedures.
• Organizational skills sufficient to prioritize and manage an office operation including filing and recordkeeping.
• Ability to cope with regularly shifting priorities and perform accurately and efficiently in a fast-paced environment.
• Experience exercising judgment and discretion in handling confidential information.
• Typing skills sufficient to complete standardized forms and perform data entry and word processing, including speed and accuracy.
• Interpersonal skills to interact effectively with a diverse group of individuals at all levels of the organization in a courteous, friendly and professional manner.
• Experience training staff in business processes, systems and on new technologies.

PREFERRED QUALIFICATIONS

• Bilingual (Spanish/English)

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the State of California.
• Selected candidate will be required to work an alternate shift that overlaps Custodial Day and Night Shifts (ex 10:30am - 7:30pm) or similar schedule.
• 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 of hire.
• 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.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.
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=40527&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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