Location: Santa Cruz
Job ID: 53833
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. The supervisor of this position can clarify how this policy applies to the selected candidate(s) upon selection for a job offer.
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)
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. 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: 06-12-2023
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
The Department of Molecular, Cell and Developmental Biology (MCD) is comprised of thirty-one faculty members and four lecturers, whose work focuses on questions of how information in DNA is packaged, read, and interpreted in living cells, how those cells are built and regenerated, and how cells work together to comprise a whole organism.
More information can be found at https://mcd.ucsc.edu
JOB SUMMARY
The Department of Molecular, Cell and Developmental Biology, located in Sinsheimer Labs Building, is a dynamic group comprised of instructional and research units and a variety of support programs and facilities with staff committed to providing excellent service to students, faculty and researchers. The department consists of 31 ladder rank faculty, 4 long term continuing lecturers, various researchers and 4 administrative support staff, along with 4 department undergraduate advisors. Departmental resources for operations and research are among the highest in the Division of Physical and Biological Sciences. The department has almost 2000 undergraduate majors in five distinct programs and 90 graduate students working towards Ph.D. and Masters degrees.
Under the direction of the Department Manager, the Administrative Assistant is responsible for general administrative duties, seminar and event coordination, faculty and course support, web management, financial transactions, academic personnel and special projects. These duties require staying up to date with ever-changing campus policies, procedures and systems related to all aspects of working at UCSC.
APPOINTMENT INFORMATION
Budgeted Salary: $26.12 - $27.92/hour. 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 Union
Job Code Classification: 004722 (BLANK AST 3)
Travel: Never or Rarely
JOB DUTIES
20% - SEMINAR AND EVENT COORDINATION

• Coordinate details of seminar series (minimum 2 per week for each 10 week academic quarter); faculty recruitments (travel, accommodations, reimbursements, publicity).
• Facilitate event planning and coordination, to include some or all of the following: organize event and duties; organize mailing list and mailings, reserve rooms, alert media, arrange catering, complete travel and expense reimbursement.
• Produce and distribute quarter schedule, web schedule, weekly flyers and announcements.
• Evaluate, prepare, process and track all seminar/event expenses/income; prepare post-event reports.

20% - FACULTY AND COURSE SUPPORT

• Prepare, distribute, collect and analyze faculty teaching evaluation forms (online system and paper copies) and maintain departmental files for each format.
• Order desk copies of textbooks; maintain textbook library, textbook database and circulation system.
• Manage Reader (Grader) appointments by assisting with recruitment efforts, timesheet tracking, and expenses.
• Collect course syllabi from each class each quarter; maintain archival electronic files.
• Responsible for all aspects of the department large-format poster printer usage including the following:
  • Reservations
  • Coordinate Maintenance
  • Handle supply orders, budgets and user recharges
  • Resolve scheduling conflicts
  • Provide written operating instructions
• Update quarterly enrollments, discussion section schedules and classroom assignments.

20% - FINANCIAL TRANSACTIONS

• Maintain knowledge of campus fiscal policies and practices; act as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Keep internal spreadsheets. Responsible for informing department Manager of foreseeable budget shortfalls.
• Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, reimbursements, and entertainment.
  • Create CruzBuy requisitions as needed
  • Prepare reimbursement forms for faculty expenses
  • Hold signature authorization of departmental accounts
  • Authorize spending within defined parameters for instructional needs, supplies and seminars
  • Authorize quarterly office supplies purchasing
  • Reconcile monthly admin accounts and prepare expense reports for department manager
• Manage monthly (or quarterly) recharge billings for various equipment and supplies for research labs in compliance with research grant deadlines.
• Research and recommend vendors/prices/equipment for various department purchases; determine most competitive prices; identify substitutes for supplies and low value equipment.
• Monitor receipt of paychecks, maintaining security for unclaimed paychecks.

15% - GENERAL ADMINISTRATION

• Greet students, visitors, prospective students, parents, faculty, and staff; answer telephone, maintain front office in MCD Biology department office by establishing pleasant atmosphere, posting appropriate material, and maintaining order in the reception area. Update and maintain bulletin, photo and news boards in office and atrium.
• Provide general administrative support for department manager.
• Maintain departmental databases, files, equipment, general directories and student records:
  • Manage Copier Program
  • Update quarterly teaching schedules
  • Maintain volunteer lists and signed forms
  • Update departmental mailing lists, directories, mailboxes, etc.
  • Inventory supplies for classroom support and administrative offices
• Order administrative supplies for department; distribute general supplies as needed.
• Oversee, schedule and coordinate administrative and departmental meeting facilities.
• Maintain checkout system for departmental equipment: digital projectors, laser pointers, molecule kits, conference room supplies.
• Maintain departmental storage areas and cabinets in neat, organized order.

10% - WEB MANAGEMENT

• Update and maintain department web pages.
• Coordinate course related materials (links to syllabi, faculty pages) with department site.
• Create and maintain MCD Biology Department Seminar database and webpage with the most current information.
• Update faculty related news and events.
• Solicit faculty and research groups for updates to on-line directory, quarterly office hours; edit associated web pages.

10% - SPECIAL PROJECTS

• Perform other duties and projects at same level of complexity, difficulty, and responsibility as assigned.
• Maintain procedures manual for major functional areas of the job.
• Assist graduate student coordinator on projects.
• Maintain and upgrade administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.

5% - ACADEMIC PERSONNEL

• Maintain campus recruitment system (UC Recruit) for faculty recruitments and manage records, as needed.
• Maintain current electronic files of faculty bio-bibliographies.
• Assist Department Manager with appointment and reappointment dossiers for Lecturer Pool.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience / training.
• Demonstrated administrative and clerical experience in an office environment.
• Strong written communication skills.
• Strong verbal communication skills.
• Strong interpersonal skills, with an ability to communicate effectively with a diverse population.
• Good customer service skills.
• Good problem-solving skills.
• Demonstrated experience using good organizational and time management skills to produce accurate work and meet deadlines despite interruptions.
• Experience working in an environment that demonstrates ability to work well both independently and as part of a team.
• Experience that demonstrates flexibility, initiative, good judgment and discretion.
• Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports.
• Experience learning, interpreting for others and applying a variety of policies and procedures.
• Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms, statistical/technical/scientific materials, etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.

PREFERRED QUALIFICATIONS

• Experience with Macintosh platform.

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.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.
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=53833&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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