Location: Santa Cruz
Job ID: 46853
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: 01-05-2023
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 the Finance, Operations and Administration Services (FOA) division 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,, ID card 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.
Employee housing is provided through 51 rental units at the Laureate Court apartments and 188 for-sale homes in four different locations. The unit also provides off-campus student housing support and summer conference operations. CHES manages the auxiliary services units of the Bay Tree Campus Store, and ID card services and offers Early Education Services for student parents. The colleges at UC Santa Cruz are the heart of the other campus living/learning communities and serve as the fundamental building block of the undergraduate educational experience. The colleges enrich undergraduate life by providing the advantages of a small college atmosphere within the extensive resources of the large university.
More information can be found here:https:
JOB SUMMARY
The College Assistant provides primary reception and general clerical/administrative support in the front office of the College. The incumbent will provide a wide variety of customer service, general advising, problem solving and information research, office management, student training and supervision. The primary customers of this position are students, although there is extensive contact with faculty and staff from across campus, as well as parents and other members of the public.
APPOINTMENT INFORMATION
Salary Information: $22.81 / hourly
No. of Positions: 1
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: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Clerical Unit (CX)
Job Code Classification: 004723 - BLANK AST 2
Travel: Never or Rarely
JOB DUTIES
50% - Reception/General Office Duties

• Serves as the front-line contact for Crown 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.
• Retrieves and responds promptly to all voicemail messages.
• Provides information regarding the colleges, campus, policies, and procedures to students and prospective students by phone, email, in person, and in writing.
• Responds to a wide variety of concerns and uses independent judgment in helping to resolve problems. Helps locate Colleges Nine and Ten staff members for visitors and relays messages as needed.
• Maintains an appropriate level of office supplies for the college office, including supplies for the office copier, printer; fax machine, etc.
• Arranges for office equipment service needs and trains staff and student workers on the proper use of office equipment.
• Responsible for tracking expenses related to office supplies and mailroom operations.
• Performs other administrative duties as assigned.

25% - Student Records and Advising Support

• Manages advising schedules as needed, using the online UCSC calendar program.
• Provides students with preliminary information regarding their student record and academic status.
• Assists students in interpreting general procedures. Assists students in interpreting their academic records and in understanding how to file common petitions. Assists students with enrollment problems.
• Screens requests and assists students in identifying more specific academic needs. Directs students to appropriate advising staff. Refers students to the Office of the Registrar, the Office or Admissions, the Financial Aid and Scholarship Office, and other appropriate resources.
• Assists in the registration validation process.

25% - Mailroom Supervision

• Oversees mailroom services to all students housed at the college and an additional mailroom for college staff, including setting up and breaking down the mailrooms each summer and assigning and distributing mailbox numbers.
• Develops and maintains computerized mailing lists and an accurate database for use in the mailrooms.
• Hires, trains, and supervises several part-time student mailroom workers.
• Ensures compliance with US Postal Service policies.
• Attends campus mailroom supervisor meetings and provides the Senior Director with information relating to campus and US Postal Service policies.
• Receives, sorts, and distributes US and campus mail to staff and faculty, including packages from private package companies, e.g. FED EX, UPS.
• Receives all special and package deliveries for the college and ensures their prompt and accurate delivery.

KNOWLEDGE, SKILLS AND ABILITIES
Required

• Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact, and integrity.
• Demonstrated organizational skills with the ability to prioritize work and function independently under pressure of deadlines with frequent interruptions.
• Strong communication and interpersonal skills to interact with flexibility, sensitivity, and respect in working with diverse groups of people.
• Computer skills, including familiarity with Microsoft Word, Excel, PowerPoint, and Filemaker Pro.
• Strong written and oral communication skills to disseminate information in a clear and concise manner.
• Good record-keeping skills.
• Attention to detail.
• Ability to maintain tact, diplomacy, and patience while handling numerous inquiries on a wide variety of subjects; ability to use good judgment in referring inquiries to other campus resources.
• Ability to exercise discretion when dealing with confidential matters.
• Ability to work well both independently and in a team environment.
• Ability to follow detailed oral and written instructions.
• Ability to learn and utilize new policies, work processes, and computer systems and applications; ability to take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.

Preferred

• Knowledge of UCSC internal systems, such as CruzBuy, AIS and the Google Suite.

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 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=46853&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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