Music Department Administrative Assistant

Location: Santa Cruz
Job ID: 52825

JOB POSTING

For full consideration, applicants must submit a diversity statement with their application. NOTE: it is highly recommended that you merge ALL your application materials into one document and attach as your resume.

This position works a hybrid remote format (schedule to be determined), which requires a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work, as they would if they were working at the regular UCSC worksite.

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: 05-16-2023


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 Music Department at UC Santa Cruz offers two undergraduate degrees: a Bachelor of Arts (B.A.) and a Bachelor of Music (B.M.). The B.A. degree offers a uniquely diverse curriculum, with the option of completing a concentration in either Contemporary Practices, Global Musics, or Western Art Music. The department also offers a masters program and two doctoral programs. There are 12 senate faculty, 45+ lecturers, and 80-100 curricular performances/events annually.

More information can be found here: https://music.ucsc.edu

JOB SUMMARY

Under the supervision of the Department Manager, the Administrative Assistant provides administrative support for the Music Department undergraduate and graduate programs, and provides general administrative support to the Department Manager.

This work includes front desk receptionist duties, maintaining department offices, supporting graduate and undergraduate program needs, supporting human resources processes and personnel actions as directed by the Department Manager, event assistance, record-keeping, maintaining publicly facing information, department records and databases, and processing payments and travel reimbursements as needed.

APPOINTMENT INFORMATION

Budgeted Salary: $26.12 - $30.63 / Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Part-time, Fixed
• Percentage of Time: 50%, 20 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: CX - Clerical & Allied Services

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

40% - Undergraduate and Graduate Programs Support

• Provide permission codes to instructors. Help troubleshoot enrollment issues. Provide permission numbers to faculty each quarter. Help students troubleshoot enrollment difficulties and section changes.
• Prepare, distribute, collect and review online course/instructor and TA evaluations. Maintain archival electronic files. Independent study code distribution and editing.
• Provide Applied Faculty Program support, including maintaining billing sheets and tracking hours. Process student scholarships.
• Provide course scheduling support, including work with Undergraduate and Graduate Advisors to plot class schedules for upcoming quarters. Send schedule notification emails to faculty for confirmation. Make edits and changes to the schedule as necessary based on faculty feedback. Input finalized schedule into University scheduling software. Make edits and changes to the schedule as necessary.
• Maintain databases as needed.
• Graduate Curricular Support - Assist with onboarding new students, including facilitating copier access, mailbox creation, computer access, and omni-lock access. Assist with scheduling graduate exams (QE and dissertation defense scheduling).

40% - General Administrative Support to the Department Manager

• New Faculty Onboarding - Assist with onboarding new faculty, including facilitating copier access, mailbox creation, and computer access, directing them to various staff for other areas of support.
• Faculty Meetings - attend faculty meetings, send call for agenda items, maintain meeting agenda list and schedule, and prepare slides and meeting minutes.
• Human Resources Support - Assist manager with support as needed for faculty personnel actions, assist with re/appointment paperwork and preparation of teaching tables and annotate bio bibliographies.
• Support lecturer and continuing lecturer personnel actions.
• Oversee up to 8 ongoing lecturer pools for recruitment: respond to outside inquiries about the pool and the application process; receive applications and enter into database; arrange faculty review of applications; document various stages of the screening process; prepare materials for the Department Manager to process required lists of applicant status; review pool annually to identify serious candidates who must renew their applications, facilitate the renewal process and manage related internal records.
• Process Payments - Process awards to students via Financial Aid Dept Award. Check student records for enrollments and scholarship eligibility. Process purchasing and payments in CruzBuy and Direct Pay as needed.
• Event Assistance - Assist with event planning and coordination, including some or all of the following: mailing lists and mailings, room reservations, media notifications, catering, travel, and expense reimbursement. Events include but are not limited to annual Department luncheon and mixer, quarterly juries for undergraduate milestone performance demonstrations, scholarship competitions, graduate ceremonies, end-of-the-year gatherings, and graduate exams. Also assist with planning events that may not happen annually, including retirement parties, faculty search recruitment events, town hall meetings, etc.

20% - Front Desk Reception/Dept. Offices Support

• Under the supervision of the Department Manager, provide front desk support. Greet students, visitors, prospective students, parents, faculty, and staff; answer telephone, emails, etc.
• Maintain department office spaces by establishing a pleasant atmosphere, posting appropriate material, and maintaining a tidy reception area.
• Update and maintain bulletin, photo, and news boards in office and outer office areas. Update departmental mailing lists and directories, distribute mail, manage mailboxes, photo board, etc.
• Maintain the Department's web-based public information, including website, social media accounts, office hours, department events, syllabi, etc. Edit deadlines, dates, and information on existing pages as needed. Add/delete pages for staff, faculty, and graduate students as necessary.
• Maintain inventory of office supplies and order supplies via campus purchasing systems. Maintain copiers and printers, working with Copier Services as needed. Maintain departmental storage areas and cabinets in neat, organized order.
• Distribute graduate stickers.
• Work with other team members (including student assistants directly supervised by the department manager) to assist with accomplishing and maintaining these tasks.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience
• Excellent communication and interpersonal skills sufficient to interact effectively with a diverse group of students, staff, faculty, and the public.
• Highly developed customer service skills with a "can do" work ethic to support special event planning, preparation and execution.
• Ability to exercise good judgment and discretion when handling confidential matters. Experience working with highly confidential documents.
• Demonstrated hospitality skills and events experience.
• Excellent writing skills for preparing various documents, reports and executive level correspondence.
• Strong proofreading skills with excellent attention to detail.
• Demonstrated ability to work effectively in an environment with a high-volume workload with frequently shifting, and at times competing, deadlines and priorities.
• Excellent record keeping skills.
• Demonstrated organizational skills.
• Ability to perform routine website maintenance.
• Math skills sufficient to perform advanced addition, subtraction, and percentage calculations.
• Ability to operate within a set budget and provide clear information on budget.
• Ability to work effectively both as part of a team and individually.
• Demonstrated commitment to embracing diversity in all its forms and striving for an inclusive community that fosters an open, enlightened, and productive environment.
• Experience using word processing, spreadsheet, and database systems, with the ability to learn new systems; Typing/data entry skills sufficient to prepare correspondence and forms with accuracy and moderate speed.

PREFERRED QUALIFICATIONS

• Knowledge of over-all academic program goals and objectives for the Arts and the campus.
• Knowledge of UCSC policies related to travel, reimbursement, etc.
• Knowledge of UCSC systems, such as CruzBuy, Travel Connexxus, ProCard, etc.
• Have an understanding and awareness of the campus' organizational structure.
• Administrative experience in an office, including a general of knowledge of managerial, business, human resources, quality management principles, customer service philosophy and standards, and academic disciplines.

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.
• 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 consistently work a typical schedule at 50% time or 20 hours per week. The hours will need to be scheduled within the business hours of 8 AM - 5 PM, Monday through Friday.
• 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.

HOW TO APPLY

For full consideration, applicants must submit a diversity statement with their application. NOTE: it is highly recommended that you merge ALL your application materials into one document and attach as your resume. 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=52825&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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