Earth & Planetary Sciences Administrative Assistant

Location: Santa Cruz
Job ID: 53994

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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: 06-20-2023

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 Earth, Planetary, and Ocean Sciences Administrative Unit supports two departments: the Earth & Planetary Sciences Department, and the Ocean Sciences Department. This administrative unit is comprised of six administrative staff, including a Senior Department Manager, an Assistant Department Manager, two Graduate Program Advisors (one for each department), one Undergraduate Program Advisor, and one full-time Administrative Assistant. The Earth & Planetary Sciences Department and the Ocean Sciences Department jointly administer an interdepartmental undergraduate major in Environmental Sciences. This position will primarily support the Earth & Planetary Sciences Department, while also providing support to the Ocean Sciences Department.

The Department of Earth and Planetary Sciences, located in the Earth and Marine Science 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 23 faculty, approximately 10 researchers and 37 research affiliates, approximately 8 postdocs and 44 other academic staff and several administrative and technical support staff. The department has approximately 309 declared and proposed undergraduate majors in 2 majors and 8 distinct programs and 51 graduate students working towards Ph.D. and Masters degrees.

More information can be found at https://eps.ucsc.edu/

JOB SUMMARY

Under the direction of the Earth, Planetary and Ocean Sciences Department Manager, the incumbent will provide administrative, instructional and personnel support to the Earth, Planetary and Ocean Sciences Administrative unit.

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

25% - ADMINISTRATION SUPPORT

• General Front Office
  • Greet faculty, researchers, staff, students and occasionally visitors; answer telephone, maintain the front office by establishing pleasant atmosphere, posting appropriate material, and maintaining order in the departmental office and copy room. Update and maintain bulletin, photo and news boards in office and around the building.
  • Serve as a resource person, answer questions on policies and procedures, participate in problem solving.
  • Provide general clerical and administrative support for department managers. Provide support for instructional and administrative needs of Earth and Planetary Sciences faculty.
  • Maintain departmental databases, files, general directories and student records.
  • Distribute and collect volunteer forms and liability waiver forms.
  • Oversee and coordinate administrative and departmental meeting facilities, oversee calendar and reservations for seminar rooms.
  • Inventory and order administrative supplies, copier and printer paper, and printed forms.
  • Oversee the maintenance of the department's centralized filing system.
• Seminar and Event Coordination
  • Coordinate details of weekly seminar series and faculty recruitments (travel, accommodations, reimbursements, publicity).
  • Facilitate event planning and coordination, to include some or all of the following: organizing event and duties; organizing mailing list and mailings, reserving rooms, alerting media, arranging catering, completing 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.
• Meeting and Event Coordination
  • As assigned, work with staff, coordinate meetings, events and talks in coordination with manager.
  • This may include arrangement of meeting space, media needs, catering, transportation, publicity, etc.
  • Assist with annual alumni reunion at AGU.
• Gifts/Development
  • Using the reports from PBSci Development run and develop, if needed, special and routine reports on donors to the department.
  • Create template letters to send thank you letters to donors in a timely manner.
• Web Management
  • Use, update and maintain department web pages and Twitter account.
  • Solicit faculty and research groups for updates to on-line directory, quarterly office hours.
  • Create and maintain Earth and Planetary Sciences and EPS/IGPP seminar databases and webpages with the most current information.

25% - FACULTY AND COURSE SUPPORT

• General Support
  • Manage quarterly course evaluations for both the instructor and teaching assistants.
  • Order desk copies of textbooks each quarter.
  • Collect and post instructor office hours.
  • Maintain audiovisual equipment.
  • Collect course syllabi from each class each quarter; maintain archival electronic files.
  • Create and update instructional databases as required.
  • Assign and manage class copy card.
  • Assist faculty in printer/copier orders, such as readers, print orders, maps, etc.
  • Copy quizzes and exams.
• Field Trips
  • Oversee and arrange for field trip vehicles with Fleet Services and outside vendors.
  • Process requisitions and oversee spending, review invoices and statements for accuracy, track field expenses.
  • Identify conflicts that would be problematic for student curricular progress. Work with faculty to resolve any such conflicts.
  • Create, print out and file waivers for all courses for field trips.
  • Assist faculty in EPS policy on use of EPS fleet vehicles.
• Scheduling Classes
  • Maintain on-line calendars and scheduling for EPS teaching labs for quarterly classes, summer meetings and various specialty events.
  • Schedule classes by soliciting scheduling request from instructors for lectures, labs and sections.
  • Proactively predict and resolve scheduling conflicts, often working across departments to find solutions.

25% - ACADEMIC PERSONNEL

• Process appointment and reappointments for Postdoc, Lecturer Pool, Junior Specialist, Research Associate and Research Fellow and Visitor.
• Assist Department Manager with faculty recruitment interviews.
• Create teaching history spreadsheet for faculty actions.
• Manage DS 2019 requests for J1 Visas for international appointments.

10% - FINANCIAL TRANSACTIONS

• Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, and entertainment.
• Create CruzBuy requisitions as needed.
• Purchase supplies using ProCard and/or CruzBuy system.
• Monitor receipt of paychecks, maintaining security for unclaimed paychecks.
• Hold signature authorization of departmental 19900 accounts.
• Authorize spending within defined parameters for instructional needs, supplies and seminars.
• Authorize quarterly office supplies purchasing.

10% - SUPERVISION

• Hire, train and manage 1-3 student employees who provide ~20 hours per week each of basic administrative and clerical support.

5% - 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 advisor on projects.
• Maintain and upgrade administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.

REQUIRED QUALIFICATIONS

• High school diploma and / or equivalent experience / training.
• Demonstrated administrative and clerical experience in an office environment.
• Strong written communication skills.
• Strong verbal communication skills.
• Strong interpersonal skills.
• Good organizational and time management skills.
• Good customer service skills.
• Good problem-solving skills.
• Demonstrated experience working accurately, with interruptions, and meeting deadlines.
• Experience working in an environment that demonstrates ability to work well, both independently and as part of a team.
• Demonstrated experience working with a diverse population.
• 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

• Bachelor's degree in related area and / or equivalent experience / training.
• 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=53994&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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