Location: Scotts Valley
Job ID: 29698
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.
Employees can submit proof of vaccination online or request an exception.
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.
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: 01-27-2022
DEPARTMENT OVERVIEW
Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Business and Administrative Services (BAS) 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 Bookstore, 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.
The Facilities unit of CHES provides comprehensive facilities support to over 9,500 student residents in ten colleges and six associated residential communities, as well as seven Dining facilities. The department maintains 186 buildings of 1.23 million square feet. The Facilities department employs 46 represented and non-represented career staff, over 45 student staff and manages an annual budget of approximately $9 million.
The mission of the Facilities unit is to plan for, develop and maintain a comfortable and safe physical environment for residents, and cost effectively maintain Housing and Dining facilities.
JOB SUMMARY
Under the supervision of the Director of Housing Facilities, the Assistant provides administrative and functional support services. The Assistant is responsible for the daily operation of the Housing Facilities administrative office, serving as the point of public contact for Housing Facilities, providing administrative support and office management.
APPOINTMENT INFORMATION
Salary Information: $24.64 / hourly.
No. of Positions: 1
Benefits Level Eligibility: Full Benefits
Schedule Information:
Full-time
Percentage of Time: 100%
Fixed
Average Hours Per Week: 40
Days of the Week: Mon - Fri
Shift Includes: Day
Employee Classification: Career
Job End Date: None
Work Location: Scotts Valley
Union Representation: CX
Job Code Classification: 4722 - BLANK AST 3
Travel: None
JOB DUTIES
45% Office Support
Provides general office support; uses independent judgment in handling a variety of issues, taking necessary measures to resolve issues in an appropriate, professional, and customer-oriented fashion.
Responds to residents who have maintenance requests. Assists in entering maintenance system repair tickets and alerts the appropriate Facilities staff when immediate response is required.
Monitors the Computerized Maintenance Management System database (Fixit). Follows up on problem tickets. Responds to e-mail from students and staff and provides assistance in completing the maintenance requests.
Works with Information Technology Services to provide updates and modifications to the CMMS. Alerts Information Technology Services, (ITS), when Fixit is malfunctioning and communicates with Facilities staff.
Purchases necessary office supplies and temporary parking permits. Fulfills purchase requests for products and services required by administrative staff.
Purchases and manages software licenses for staff workstations. Coordinates repair of staff computer hardware. Coordinates general computer support as needed.
Purchases and manages software licenses for staff workstations. Coordinates repair of staff computer hardware. Coordinates general computer support as needed.
Creates purchase requisitions and tracks procurement of products and services using the campus Cruz Buy online system. Makes purchases using a procurement card.
Manages process and submittals of recharges and direct payments for Facilities staff.
Manages all employee Travel Requests as well as Advance and Post-Travel submittals.
Enters purchase receiver documentation for high-value purchases into the campus online financial system. Accesses general reports from campus financial systems.
Reconciles journals and ledgers, investigates discrepancies and generates correctional actions, providing follow-up and documentation as necessary.
Creates and enters data into internal databases or spreadsheets to monitor and report expenses. Tracks and reconciles transactions to source documents and assists in obtaining necessary approvals and supporting documentation while adhering to internal control principles and systems.
Provides administrative back-up support to the Director and Operations Coordinator as needed.
30% - Administrative Support:
Provides administrative support to the Director of Facilities. Uses a variety of Software programs and applications to produce documents and draft routine correspondence, memoranda, reports, letters, presentations, spreadsheets, meeting agendas, and minutes. Assists with special projects as requested. Copies, collates and distributes various materials.
Coordinates meetings on the Director's calendar; locates and reserves meeting rooms; collects information, drafts and distributes agendas as required; assist in meeting preparation; provides staff support to all Director initiated meetings, and other duties as assigned.
Establishes and maintains the Director's files and Facilities archives; periodically updates files, moving some documents to archived files.
Provides administrative support to Facilities staff as directed.
25% - Systems and Project Coordination:
Procures, issues and maintains the department's cellular phones. Tracks phone assignment and accessories, maintains an on-hand inventory, review billing for usage and evaluates plan features. Utilizing the cellular service provider's website, reviews when phones are eligible for replacement. Works with the cellular service provider to resolve issues with the service and/or the cellular phones.
Oversees the department issued apparel, including identifying inventory levels, requesting estimates from vendors and initiating purchase orders. Receives the apparel, organizes the storage of the apparel including the assembly of "sets" in the anticipation of receiving staff requests.
Create and maintain a tracking system to document initial distribution of apparel and requests for replacements. Update tracking system as staff end their employment with CHES Facilities and the retrieval of apparel. Assess condition of apparel, identifying items that can be laundered and/or reassigned.
Anticipates requests for apparel, to ensure adequate inventory. Process apparel requests and deliver to maintenance shops.
Assists the Coordinators with vehicle maintenance, coordinating with Fleet Services. Arranges service appointments, receives estimates and presents the estimates to the Director. Communicates with Fleet Services the approval to proceed. Annually verifies the vehicles exists, updating Asset Inventory with vehicle retirement and/or location reassignment.
Works with the Access Operations Coordinator to plan, organize, schedule and implement annual critical access projects during the summer quarter.
REQUIRED QUALIFICATIONS

• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity.
• Strong demonstrated professional administrative experience with knowledge of standard office procedures and equipment.
• Experience in creating and maintaining records and filing systems, both manually and computerized, with accuracy and with an attention to detail.
• Strong organizational skills sufficient to prioritize and complete projects independently, while balancing competing needs and deadlines.
• Excellent oral and written communication skills, with an emphasis on active listening.
• Excellent interpersonal skills with the ability to establish and maintain supportive relations with co-workers, colleagues, and customers consistently provide quality service.
• Must possess the ability to give and receive clear and concise information and direction both verbally and in written form.
• Demonstrated competency in the use of word processing and spreadsheet applications, database applications (e.g., FileMaker Pro), as well as other office productivity applications. Ability to learn and use campus enterprise applications for financial management, purchasing, work order creation and other processes as required.
• Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
• Mathematical skills sufficient to calculate pricing, review invoicing and reconcile journals and ledgers.
• The ability to present technical and procedural information to groups and individuals with clarity.
• Ability to hire, train, supervise, and motivate student employees.
• Ability to work well both independently and in a team environment.
• Ability to work with ethnically and culturally diverse populations in a number of capacities with professionalism, tact, and sensitivity and to maintain cooperative working relationships with the public and the university community.

PREFERRED QUALIFICATIONS

• Experience in facilities maintenance operations and administration.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a good driving record and a valid license to drive in the state of California.
• Ability to lift and move up to 30 pounds safely and to perform repetitious physical tasks, with or without accommodation.
• Ability to walk up and down hills at housing sites and climb stairs, stoop, bend, and kneel while performing duties.
• The regular schedule for this position is 5 days / 40 hour per week.
• 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=29698&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.jeid-fb3424b022ed8146b28f364e143c87ba