Location: Scotts Valley
Job ID: 45533
JOB POSTING
NOTIFICATIONS
Special requirements - For full consideration, applicants will be asked to provide a diversity statement (What is your experience working to advance Diversity, Equity, and Inclusion?).
Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
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: 12-12-2022
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
University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.
We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.
The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.
We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.
JOB SUMMARY
Under the direct supervision of the Executive Director, UC Santa Cruz Foundation, provides high-level coordination of UC Santa Cruz Foundation Board of Trustees activities and supports Board and Committee Engagement coordinating projects for the Board leadership; managing a complex calendar of internal and external events and meetings, managing materials, logistics, and other aspects of board and committee meeting preparation and follow-up; communicating directly with high-level donors, campus leaders, and their office/personal staff; working independently to draft and proofread correspondence; and maintaining precise records and accurate files.
The Foundation Assistant will exhibit awareness of campus policies, professional judgment, and discretion in handling confidential and sensitive information. Provides support to the UC Santa Cruz Foundation.
APPOINTMENT INFORMATION
Salary Information: $65,000/annually. 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: Scotts Valley
Union Representation: Non-Represented
Job Code Classification: 006299 (ALUMNI EXTERNAL REL SPEC 3)
Travel: Never or Rarely
JOB DUTIES
40% - Donor Cultivation and Stewardship

• Utilizing broad knowledge and understanding of the Foundation and University Relations Division as well as the overall campus, the Foundation Assistant provides comprehensive administrative and analytical support for the UC Santa Cruz Foundation Office and directly supports the Foundation Leadership on a broad range of Foundation-related matters as follows:
• Frontline face and contact for Trustees, donors, business leaders, guests, dignitaries and senior leadership on campus interacting with the Foundation Leadership.
• Proactively initiate Trustee/donor cultivation and stewardship activities associated with meetings and events attended by and/or hosted by the Foundation, which includes Foundation Trustees, high-level potential donors and donors, business leaders and other individuals supportive of the campus.
• Conceptualize, research, and develop donor correspondence, which could include thank you notes, photos, remembrances of birthdays or other milestones, and congratulatory messages. Customize correspondence to ensure they reflect the donor's relationship with campus officials and that the information is accurate.
• Enter and/or draft donor and prospective donor contact reports into the Development database. Perform research and/or create prospect reports utilizing database and other information and generate reports for the Executive Director. Develop tracking systems to assist in the strategic identification and cultivation of donors and Trustee candidates.
• Interface with University Relations staff in a variety of ways to ensure efficient gift processing.

40% - Foundation Administration/Operations and Executive Support

• Oversee and ensure daily administrative operations for the Foundation including the development, compilation and maintenance of Board and Committee meeting agendas, calendars, correspondence, informational materials, and event planning.
• Manage a broad range of logistical and administrative support for Board and Committee Meetings and Board special events, including staffing at the Board and Committee meetings that occur both on- and off-campus.
• Work directly with the Controller to prepare agendas and compile documentation for the Financial and Audit Committees, including the annual audit report.
• Research, analyze, compile and coordinate necessary back-up and detailed briefing materials to support the Board leadership's daily activities, including pertinent facts, data, and other background information as necessary for meetings, reports, agendas and presentations.
• Oversee coordination of both travel and meeting arrangements and process financial documentation to expedite purchasing, direct payments, and travel reimbursements for the Board Leadership in a timely manner.
• Create and maintain the annual calendar of Foundation Board and Committee meetings.
• Draft minutes for all Foundation Board/committee meetings and route drafts to the Executive Director or appropriate staff liaison in a timely manner.
• Liaison with the UR Events Office regarding Foundation meetings and events (as needed).
• Liaison with Academic divisions regarding Foundation meetings and events (as needed).
• Provide oversight and support to the Board Opportunity Fund (BOF) committee.
• Provide support for Foundation communications and Trustee relations, including drafting informational memos, event briefings, Foundation mailings with associated mailing lists, responding to inquiries, and conveying information or referring questions, as appropriate, to the Executive Director of the Foundation and UR staff.
• Draft, finalize, and distribute monthly Foundation e-newsletter promoting targeted activities and UC Santa Cruz engagement opportunities for Trustees.
• Manage the public Foundation website and the private password-protected Trustee site using the Campus content management system (WCMS) and Guidebook applications.
• Track Trustee stewardship activities for both the Foundation files and in Banner.
• Regularly interface with Chancellor's Office, Deans' Executive Assistants, and executive level assistants regarding Foundation meetings and events.

10% - Financial, Budget and Administrative Support for Foundation Administration

• Prepare basic financial and resource reports and/or analysis for internal Foundation Administration. Examples include quarterly financial reports, staffing reports, ledger review, Foundation unit budgets, integration of unit goals and analysis of historical expenditure data, cost factors, and current funding levels.
• Prepare and recommend the Foundation operational budget for the Executive Director's approval.
• Process pre-requisitions, purchase orders, and Pro-card purchases as appropriate to transact business on behalf of the Foundation. Verify fund source and activity code information.
• Independently maintain adequate inventory and facilitate purchasing of items required for Foundation business operations.
• Act as Foundation's EOA certifier and T2 reviewer (compliance) for entertainment, travel and general purchases, and process reimbursements using UC Entertainment & Travel Policies and Delegated Authority structure. Ensure adherence to policies and delegated authority protocol.

5% - Foundation Programs, Special Projects, Research and Analysis

• Manage special projects as assigned by the Executive Director.
• Oversee the application process for the Board Opportunity Fund, including providing information to applicants, submitting proposals for review, tracking allocations, and securing follow-up reports.Conduct research and analysis as assigned by the Director. Using high-level judgment, gather and evaluate data in order to provide recommendations or options to the Director.

5% - Record Maintenance and Retention

• Maintain all records of the Foundation Board and its committees, including but not limited to: Board and committee rosters, meeting minutes, business correspondence, mailed materials, mailing recipient lists, policies, guidelines, and bylaws and resolutions.
• Maintain up-to-date and accurate information on current and past Foundation Trustees and their spouses in both the Foundation files and in the database. This includes but is not limited to: biographical information, including regular updates on their business and professional activities and accomplishments, information on appointments, term dates, participation on committees and leadership roles.
• Manage Trustee biographical data in database, following appropriate protocol for names and titles.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Thorough written, verbal and interpersonal communications, tact and political acumen to effectively represent the campus.
• At least 3 years' experience in volunteer management, alumni relations, or similar roles of increasing responsibility.
• Thorough knowledge of basic concepts, principles, and procedures of building and maintaining effective relations with alumni, internal and key constituencies.
• Thorough research, analytical and critical thinking skills, including sound judgment and decision-making skills and skill to correctly identify real and potential problems, advising management as required, and proposing effective strategic resolutions.
• Skill in project management, including event planning and meeting deadlines.
• Skill to maintain confidentiality.
• Customer service orientation.
• Experience in coordinating and scheduling logistics for small and large group meetings, conferences, workshops, and events.
• Assists in the design and drafting of Foundation website content; drafts e-newsletters and Foundation correspondence.

PREFERRED QUALIFICATIONS

• Experience managing procurement activities in a complex organization.
• Knowledge of UC Santa Cruz, the campus, its mission, goals, objectives, programs, achievements, infrastructure, and issues of concern.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel on behalf of University Relations and UC Santa Cruz Foundation business.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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=45533&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-47e85dbea6fafa4980140127f7d89b11