OPERATIONS COORDINATOR Job Listing at University of California in Santa Cruz, CA (Job ID 70058)

Description

JOB POSTING

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INITIAL REVIEW DATE (IRD)

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The IRD for this job is:06-24-2024

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

SOMeCA (SOAR/Student Media/CAD) is a unit of Student Development and Engagement and is dedicated to the success of UC Santa Cruz's campus-wide student organizations. SOMeCA supports the development of dynamic learning environments by offering mentorship, leadership training, organizational development advising, and project management services for student-initiated programs.

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

JOB SUMMARY

Under the general supervision of the Associate Directors of SOMeCA, the Operations Coordinator performs administrative, facilities, and financial support services for the offices of SOAR, Student Media, and Cultural Arts and Diversity.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $29.20 / Hourly. 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 - Clerical & Allied Services

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

45% - OFFICE ADMINISTRATION

• Supervise administrative and facility operations student staff in the Unit and coordinate student staff recruitment processes, including:
  • Oversee student staff job postings and hires;
  • Record keeping of student staffing recruitment and personnel records;
  • Orient and train student staff;
  • Meet with student staff to assess their work and provide feedback. Conduct annual written evaluations.
• Manage unit data collection and entry and produce reports, including:
  • Train student staff to enter data accurately and in a timely manner;
  • Update expense and projection reports;
  • Oversee the unit data collection software and make updates as needed.
• Oversee unit communication to students, including:
  • Maintaining current lists of student contact information;
  • Assisting with the review and update unit forms and documents;
  • Maintaining calendar of University events that include unit participation and attend or coordinating student attendance.
• Coordinate and implement unit Injury Illness and Prevention Program (IIPP), including:
  • Serving as the unit contact for information and requests for assistance;
  • Coordinating all staff requests and corresponding actions taken;
  • Orienting and assessing the workstations of new staff as part of onboarding;
  • Coordinating the completion of trainings by students and staff;
  • Ensuring staff workstations adhere to the University and Unit ergonomic standards.
• Maintain office operations for the Unit, including:
  • Installing, inspecting, repairing and inventory of new equipment and maintain files of warranties, licenses, operating instructions, etc. in coordination with ITS, as needed;
  • Ensuring office organization, cleanliness, professionalism, and student friendly atmosphere;
  • Conducting technology inspections to ensure hardware and software are updated;
  • Managing unit website content and updates.
• Maintain accuracy of Unit payroll records by regularly reviewing UCPath and updating payroll data, as needed.

30% - FINANCIAL ADMINISTRATION

• Accurately perform online updates into campus financial and acquisition systems as directed, including preparing requisitions, processing purchase orders, direct payments, recharges and journal vouchers according to University accounting, audit and risk management policies and procedures.
  • Assisting in obtaining necessary approvals and supporting documentation;
  • Working with Purchasing and Accounts Payable offices to ensure timely and accurate receipt of all payments and purchase requisitions;
  • Serving as liaison with vendors regarding payment status and resolution of transaction inquiry.
• Adhere to internal control principles and systems, including:
  • Separation of duties while processing financial transactions;
  • Ensuring appropriate authorization and approval mechanisms;
  • Maintaining the accuracy of records;
  • Overseeing the fiscal records disposition in compliance with campus records management policies.
• Review travel in compliance with University policies and procedures. Verify expenses and clear advances in a timely fashion.
• Transfer funds and liquidate excess or unused purchase orders per written request once per quarter. Track completion of transfers.
• Coordinate fiscal closing activities for administrative, fund source, and student organization accounts.
• Serve as liaison with the unit and other campus units to problem-solve and complete financial transactions related to student organizations, including:
  • Transferring of awards from allocations from the Colleges, Core Council, and the Committee on Ethnic Programming;
  • Transferring unspent funds granted to student organizations back to respective fund sources as directed;
  • Coordinating with other units to update protocols and forms to facilitate transfers.

25% - FACILITIES ADMINISTRATION

• Coordinate planned maintenance and as-needed repairs for the Student Media Center, Redwood Building, and the Student Union, including:
  • Maintaining records of all planned maintenance projects, unit-requested projects, and work order logs to ensure timely completion;
  • Coordinating, reviewing, and confirming completion of custodial, grounds, refuse, and elevator services;
  • Coordinating special services (e.g. detailed cleanings, tree trimming) including off campus vendors as needed;
  • Purchasing facility's supplies and equipment.
• Ensure the accessibility and safety of the Student Media Center, Redwood Building, and the Student Union, including:
  • Completing regular facility inspections at different times of the day;
  • Partnering with students and staff to gather information regarding accessibility improvements;
  • Adhering and training other staff to adhere to accessibility and safety protocols.
• Coordinate communication with tenants in collaboration with student governance board, including:
  • Maintaining accurate files on contracts, agreements, and access with standing tenants;
  • Meeting with tenants to communicate building information;
  • Managing keys and access codes.
• Coordinate the unit's Disaster Preparedness plan, including:
  • Overseeing the annual inspection of all sites for full compliance;
  • Communicating any required actions to staff or students;
  • Maintaining all security devices, required signage, and equipment.
  • Preparing and conduct facility and safety trainings of staff as part of onboarding;
  • Serving as the unit contact for fire and other campus units on facility related issues.
• Coordinate major facilities projects including:
  • Reporting items and areas that require repair or improvement of facilities; Communicate with Physical Plant and/or contractors to ensure completion of tasks, as directed.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Experience coordinating the daily operations of an office.
• Experience supporting facilities projects, including coordinating repairs, vendor services, and ensuring compliance with regulations.
• Experience overseeing the operations, accessibility, and safety of facilities.
• Experience communicating with interdepartmental entities to achieve work objectives and projects.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Experience maintaining electronic and paper record-keeping systems.
• Experience working with databases and producing reports.
• Ability to maintain accurate and timely data-entry on financial reports and adhere to budgets.
• Ability to perform basic troubleshooting and provide assistance with unit technology; partnering with IT staff as needed.
• Ability complete projects and tasks with frequent interruptions and changing priorities with accuracy and attention to detail.
• Experience processing and identifying issues with financial transactions.
• Experience reviewing and completing forms, reports, financial transactions, and spreadsheets with excellent attention to detail.
• Experience supervising and training student staff.
• Experience working in a fast-paced environment, managing multiple tasks, and meeting deadlines.
• Ability to learn and maintain a current knowledge of complex policies and procedures.
• Ability to work with minimal supervision and to maintain cooperative working relationships and to work in a team environment.
• Proven ability to communicate effectively and respectfully with people from different racial, ethnic, and cultural backgrounds and lifestyles, demonstrating sensitivity to their needs.
• Excellent communication skills with the ability to interpret and convey complex policies and procedures in a clear and concise manner.
• Strong customer service orientation with the ability to be consistently positive, flexible, and student centered.
• Ability to exercise good judgment and maintain confidentiality.
• Expertise in Word, Excel, File Maker Pro, and databases.

PREFERRED QUALIFICATIONS

• Experience managing Mac OS X Server application with the ability to troubleshoot issues as they arise.
• Experience with web development and maintenance, including familiarity with web content management systems such as: WCMS (Hannon Hill Cascade Server), Squarespace, and WordPress.
• Experience with administrative support services in a university setting.
• Experience with managing digital file sharing using Mac OS X Server application.
• Experience using facility management software
• Experience overseeing facility space management.

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.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., 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. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• 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 Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• 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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination