Operations Analyst
Location: Scotts Valley
Job ID: 13390
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 Initial Review Date (IRD) for this job is: 01-06-2021
Dept Marketing Statement
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 one of the qualifications for the position but may have transferable skills and experiences.
More information about University Relations can be found at: https://urelations.ucsc.edu
Job Overview
Under the VC Office, the Operations unit is responsible for the Human Resources, Budget Management, and Facilities Operations for University Relations.
Under the general supervision of the Senior HR Operations Manager, the incumbent will independently provide support work related to a variety of operations, financial and human resources tasks within Operations. The incumbent will handle sensitive documents and information that require problem solving, confidentiality and discretion with minimal supervision.
Pay, Benefits, & Work Schedule
Salary Information: Salary Range: $22.99 - $23.95/hour. Salary commensurate with qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information:
Full-time, Fixed
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: Scotts Valley campus
Union Representation: None
Job Duties
40% - Divisional Administrative and Human Resources Support
- Maintain a close working relationship with the Senior HR Operations Manager requiring mutual trust and ability to maintain highest standards of confidentiality.
- Support UR on-boarding needs for new employees and assist as needed with scheduling, minutes, project team development, and follow-up activities.
- Hoc VC Office Project Management: Participate in Operations and Planning meetings and task forces as well as special committees for other projects as needed.
- In coordination with Operations Finance Analyst, act as the divisional Ergonomic Assessor.
- Independently coordinate the development, maintenance and publishing of content on the divisional web page, (including contact, unit, and staff information, open positions, org charts, etc.)
- Assist division in all on-boarding and off-boarding procedures and practices.
40% - Operations and Divisional Facilities Management
- Serve as backup contact with building manager. Independently coordinate maintenance of the facilities to ensure optimum functionality, facility access, and emergency response coordination.
- Provide divisional on-boarding to all new employees to provide the necessary tools, resources, and support, so that they may have confidence in the University, and their own ability to achieve success.
- Act as point of contact for business related to facilities (e.g. Scotts Valley City fire, campus police, mail service) ensuring positive relations between occupants and campus departments, external agencies, and the general public.
- Evaluate and maintain business operations. Authorize and generate all division work orders and requisitions required in performance of carpentry, electrical, ventilation, grounds maintenance, custodial, painting, security and signage work. Purchase goods and services related to building operations. Analyze all related billing.
- Assess furniture needs and advise on the purchase of division furniture; determine materials and supplies needed for division moves; address and resolve relocation issues. Oversee transfer and ordering of telephone and computer lines, updating of office signage. Schedule and supervise all packing and moving, and arrange for the cleaning and refurbishing of new facilities.
- Manage division's inventorial equipment (valued at $80,000) including tracking of equipment custodianship and location, removal, repair, and disposal of equipment. Following University policies and procedures, conduct an annual physical inventory of equipment locations, working directly with Equipment Management Office (including physical audits).
- Participate in Operations and Planning meetings and task forces as well as special committees for other projects as needed.
- Manage and oversee University Relations space needs, both on and off campus, in coordination with the Operations HR Senior Manager. Evaluate current space needs and make recommendations for future needs, making accommodations for current and proposed new staffing.
- Coordinate division moves including planning, researching, organizing and managing all office moves. For moves involving furniture needs, work with clients and vendors to develop furniture plan and initiate purchase requisitions as needed. Coordinate vendor and division in creating room layouts, delivery, and set-up and problem resolution.
- Prepare move estimates based on past moves, adjusting for changes in market and project scope. Research and recommend move vendors, and prepare vendor acquisition documents. Maintain accurate documentation of costs and administer approved budgets.
- Anticipated large moves. Update and maintain the UR division's portion of the campus space database. Generate necessary documents for departmental space review, and reconcile type, size, and ownership of divisional space and facilities between units. Create reports in response to VC and UR leadership team requests for space information.
- Coordinate technical support and trouble-shooting and maintenance of equipment in the building, which may include security systems, HVAC, telecommunications and shared equipment.
20% - General Financial Support
- Backup support of Procard Administration for all of University Relations. Act as Purchasing Card Authorizer (PCA) and implement internal departmental procedures and acts as a backup for Pro-Card Supervisors when supervisors are unavailable to approve monthly statements and perform other duties. Responsible for tasks such as changing limits, modify funding/FOAPAL, and initiate cancellations.
- Backup support as the Tier 2 approver and the Event Order Approver (EOA) for UR. The EOA must ensure that every meal, refreshment, and other entertainment-related expense is appropriate, that they meet the criteria described in the policies, and advise Event Host and Event Expense Certifier (EEC) on policy-related issues. The Tier 2 and EOA approver is responsible for determining appropriate EEC authorization and submitting for higher level approval when necessary, compiling all necessary documents, and submitting for final processing.
- Maintain shared tracking document of all divisional paper requests reviewed and submitted with a Tier 2 approval and/or Event Order Approval.
- Coordinate and track divisional cell phone purchases & expenses. Act as primary liaison with UR cell phone requesters, users, and vendors. Regularly review entire program to trouble shoot process and identify cost savings. Create and maintain procedures for tracking and organizing divisional cell phone uses and costs.
- Process financial documentation to expedite purchasing, direct payments, PO request and travel reimbursements for University Relations Operations team in a timely manner.
- Maintain a working knowledge of changing policies and procedures related to travel and entertainment.
Required Qualifications
- Bachelor's degree in related area and / or equivalent experience / training.
- Excellent analytical skills that allow for interpretation of budgetary, financial, human resources and related management information. Ability to present information in clear, accurate and attractive formats.
- Excellent judgment and discretion in handling confidential and sensitive issues and information.
- Excellent interpersonal and verbal/written communication skills to interact effectively and maintain a good working relationship with a diverse group of individuals at all levels of the organization.
- Strong organizational skills and judgment to work independently and to complete multiple and complex projects under the pressure of competing deadlines.
- Experience with conducting research, interpreting and analyzing complex data, policies, and procedures, and preparing cost-benefit analyses on programs and services.
- Excellent computer skills with experience using spreadsheet, word processing, database and publishing applications and databases to create, retrieve, and compile up-to-the-minute and historical reports.
- Experience with or ability to learn campus financial system (Banner/FIS), campus payroll/personnel software's inquiry module (PPS), UCSC purchasing system (CruzBuy) and campus Data Warehouse systems.
- Ability to pay strong attention to detail and maintain a high degree of accuracy.
- Ability to cope with ambiguity and regularly shifting priorities, and to perform efficiently in a fast-paced environment.
Special Conditions
- Selected candidate will be required to pass a pre-employment criminal history background check.
- Ability to work occasional nights and weekends as required.
- Ability to travel as a University Relations representative.
- Will be required to complete Title IX (Sexual Harassment) training every two years.
- 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 know 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 to this job opening. Do not attach any documents to 'My Activities'. Select How to Apply for more instructions and information.
EEO/AA
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.
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=13390&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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