CCRC Administrative Officer

University of California Santa Cruz Santa Cruz, CA Full-time Administration / Clerical

Posted on April 22, 2024

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CCRC Administrative Officer

Location: Santa Cruz
Job ID: 61962

JOB POSTING

Selected candidate has the option to work a hybrid work schedule, reporting into campus 2-3 days a week. 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.

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.

INITIAL REVIEW DATE (IRD)

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: 12-13-2023

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 Central Coast K-16 Regional Collaborative is a collective impact initiative of K-12, Community College, California State University, University of California, and industry partners who united to make transformative, equity-centered change to address long-standing educational and economic inequities along the education-to-employment pathways leading to high-skill, high-wage, high-demand employment across the region.

The UC Santa Cruz Educational Partnership Center, serving as the fiscal agent and operational backbone for the collaborative, increases access and opportunity to postsecondary education for underrepresented students across the Monterey Bay, Pajaro Valley and Silicon Valley regions. The operational backbone functions will be in partnership between the EPC and the Student Success and Equity unit under the Division of Student Affairs and Success which includes the Hispanic Serving Institution Initiatives.

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

JOB SUMMARY

Under the general supervision of the Central Coast K-16 Regional Collaborative Director, this position is responsible for providing high-level administrative and operational support to the Collaborative's operational backbone team which includes the project director, associate director, and two regional coordinators ensuring administrative processes and office operations across the Collaborative run smoothly.

This role will provide administrative oversight for a multi-million dollar grant, using professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational matters. The incumbent will be responsible for managing multiple calendars, scheduling and assisting in facilitation of large meetings, and managing all necessary follow ups and preparations. The incumbent gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities; evaluates current and proposed services; applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action; and analyzes and resolves operational problems of moderate scope. The CCRC Administrative Officer handles details and oversees work of a critical nature to support the director on matters of significant nature.

This position requires the ability to work independently, exercise good judgment with regard to sensitive/confidential issues, display excellent administrative and interpersonal skills, be highly organized and able to plan and facilitate events, be solution oriented, and to successfully work with a diverse and inclusive campus community. The incumbent will actively demonstrate commitment to the unit's and Collaborative's mission, values, as well as to the workplace safety, and learning culture.

APPOINTMENT INFORMATION

Budgeted Salary: $31.42 - $35.11/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: Contract appointment

Job End Date: 10-30-2026, with possibility of extension

Work Location: UC Santa Cruz Main Campus/Hybrid

Union Representation: CX - Clerical

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel: Never or Rarely

JOB DUTIES

30% - High-level Administrative Support
Performs a full range of high-level, administrative support for the Collaborative including financial management, reviewing incoming communications, resolving issues, and managing calendars and appointment requests.

Manages the Central Coast Regional Collaborative (CCRC) staff schedules to assure a balance between moving priorities forward, attending to urgent matters, and ensuring regular meetings with key constituents and leaders occur.
Allocates CCRC Director, Associate Director, and Regional Coordinators time and manages and schedules administrative events, travel, meetings, steering committee meetings, regional leadership team meetings, tri-chair meetings, work group meetings, and focused time for completion of critical tasks. Helps to schedule meetings for large groups of both internal and external staff, partners and key constituents to work on grant initiatives and collaborative efforts. Maintains annual Collaborative calendar.
Arranges logistical support for events and meetings as necessary, including in-person meetings across the 6-county region. Helps to provide background information, talking points, links, agendas, and other essential materials in preparation for the next day's schedule as well as for steering committee, regional leadership team, tri-chair, and work group meetings.
Prepares meeting agendas, takes minutes for virtual and in-person CCRC meetings and creates summaries of meetings for CCRC members not in attendance.
Coordinates collection of data and information to support the CCRC Director, Associate Director and Regional Coordinators decision making and policy development process. Develops proposed solutions to an array of projects to ensure completion and resolution of administrative/operational matters including conducting trend analyses and helping develop resulting recommendations.
Organizes CCRC work groups and committees on a broad range of issues as determined by the Steering Committee and Regional Leadership Teams.
Works closely with and maintains a positive working relationship with CCRC team, internal and external partners including members of the steering committee, regional leadership teams, working groups and ad hoc committees
Additional tasks include answering phones; responding to emails; preparing various other external communication, including facilitating communication and networking, sending out meeting reminders and notices and keeping contact lists current; creating and editing standard spreadsheets; maintaining files and records, processing mail, gathering data, preparing standard reports and correspondence.

25% - Daily Administrative Operations
Oversees and ensures the daily administrative operations run smoothly for the CCRC, including:

Determines need for general office equipment and supplies for CCRC including ordering materials, supplies and equipment to meet programming and administrative needs.
Serves as the primary contact/control point for the CCRC Director, Associate Director and Regional Coordinators. Responds to inquiries from staff, collaborative partners, key stakeholders, and the public on behalf of the CCRC on a wide variety of matters; handles inquiries with sensitivity and tact, and where needed with confidentiality and discretion. Handles the details of a variety of matters on behalf of the CCRC.
Coordinate the day-to-day function of the office. Models superior customer service to staff, faculty and clients while maintaining a professional demeanor.
Serves as a back-up staff member to the other program administrative staff. Develops and maintains processes to step-in and cover administrative duties to ensure smooth running of the program(s) during the temporary absence of the other program's administrative staff.

25% - Information, Projects and Communication
Develops and implements effective systems for managing information, projects and communications to ensure accurate and timely responses.

Maintains a comprehensive database of initiatives and assignments, to include actions delegated and ensure timely responses.
Manages tracking of grant objectives and deliverables, including annual or quarterly reporting, tracking implementation of multiple subawards, and aggregating multiple reports of work completed.
Assists in the preparation of milestone reports and with research projects, surveys, and data collection for the completion and submission of quarter and annual reports.
Acts as reviewer of new proposals, performance reports, and internal and external communication, providing thoughtful edits and keen attention to detail. Edits and proofreads written materials for content consistency. Assists principal investigators on researching, compiling, and preparing grant proposals and other written materials.
Assesses and recommends changes to maintain compliance with funding requirements and internal policies. Provides guidance to other staff and partners, as needed, on procedures, practices, and implementation of policies.
Maintains website, social media accounts and acts as lead staff for external marketing (i.e., newsletter, collateral materials, etc.)

15% - Requisitions and Purchase Orders

Accurately initiates, processes and completes all preliminary requisitions, purchase orders, pre travel forms, direct pays, recharges, and other financial forms as necessary.
Works with the financial department to assure compliance with UC and grant purchasing and travel guidelines.
Prepares requests for bids and quotes and maintains communications with UCSC vendors to ensure the department receives the highest value on large and/or on-going purchases.
Tasks for fiscal processes may include:
- Completion and submission of CruzBuy requests for CCRC purchase needs.
- Acting as purchasing manager with university pro- and CTE - cards for office supplies and meeting needs
- Arranging travel for Director, Associate Director, and Regional Coordinators
- Check deposit as needed
Serving as a resource for staff regarding accounting, purchasing, and travel policies and procedures, answering questions, resolving problems, and researching various issues.

5% - Workshops and Training

Participates in workshops and trainings, professional groups and organizations in order to enhance skills and stay current on tools needed for successful performance in the job.
Other duties as assigned.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area or combination of equivalent experience/training.
Knowledge of a variety of administrative and operational functions such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Experience managing projects with efficiency and thoroughness. Ability to identifying objectives, prioritize assignments, and meeting deadlines with minimal or no direction with a high standard of accuracy and attention to detail.
Solid organizational skills with the ability to multitask with demanding time frames in a high-interruption environment.
Ability to use sound judgment in responding to issues and concerns. Capacity for innovation and ingenuity to meet new needs.
Ability to learn, independently interpret, and apply a variety of complex policies and procedures and identify deviations from policy.
Solid interpersonal skills to engage effectively with all levels of staff, faculty, alumni/donors, students and external constituencies.
Solid verbal communication and effective listening skills.
Solid written communication skills and experience with document editing.
Demonstrated ability to interpret and communicate procedures, policies, information, ideas and instructions.
Data, information and computer literacy with demonstrated knowledge and experience using standard computing tools including Microsoft Office, Google applications, graphics software, mass communication tools, online databases, email, web-based research tools and applications and demonstrated ability to quickly learn new emerging applications.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization and external constituencies.
Experience scheduling complex meetings and coordinating rapidly changing calendars of high-level administrators.
Ability to use discretion and maintain confidentiality.
Solid office/clerical experience with up to date knowledge of current office methods, procedures, and practices.

PREFERRED QUALIFICATIONS

Experience working in an institution of higher education.
Familiarity with the organization's processes, protocols and procedures.
Knowledge of federal regulations such as FERPA and HIPAA.
Knowledge of University rules and regulations, processes, computer-programs and other organization-specific tools.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Must possess a valid license to drive in the state of California.
Ability to work long periods of time at a computer with or without accommodation.
Selected candidate has the option to work a hybrid work schedule. 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.
This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
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.
Ability to travel to multiple work locations on and off campus.
Ability to travel within a defined regional or service area.
Ability to maintain appearance and conduct suitable for working in a professional setting.
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.

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=61962&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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