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: 01-18-2021
Dept Marketing Statement Information Technology Services (ITS) is the campus innovation nexus that supports and amplifies the value of research, teaching, learning, and digital experiences at UC Santa Cruz. We are a group of diverse, enthusiastic people who produce extraordinary results that foster a campus climate where employees feel a sense of belonging.
Our guiding principles are integrity, client focus, teamwork, knowledge, and fulfillment. We are looking for people who are deeply curious, hard-working, ambitious, kind, and deeply committed to inclusive excellence.
We aspire to operate in an Agile and Lean fashion. Our goal is to continually improve our service quality, experience, and value to our constituents. We care deeply about creating a diverse, high performing organization through recruiting while developing highly talented, well-rounded, staff. We invest in career paths and career development, devoting a significant amount of resources to skill and professional development for our staff.
ITS promotes two areas for skill growth:
1. Developing generalizing specialists by focusing on technical depth and breadth
2. Growing service and product expertise
Under direction of the ITS Business Operations Manager, uses skills as an experienced administrative operations professional to apply organizational policies and procedures as needed to oversee, plan, support and administer the day to day and ongoing operations of the ITS division with limited scope.
This position performs short- and long-term planning for the organization. Demonstrates good judgment in analyzing and resolving operational problems. Tasks are varied and complex, frequently involving the handling of confidential information. Understands implications of work and makes recommendations for solutions.
Independently determines methods and procedures on new assignments and multi-faceted projects. Works closely and independently with the ITS Finance Team, Business Operations Team, ITS Product & Functional Managers and various ITS staff as pertaining to this position. Outputs of this work are often the basis for business operational division-wide decisions.
Pay, Benefits, & Work Schedule Salary Information: $23.83 - $28.74/hour. Salary commensurate with skills, 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: UC Santa Cruz Scotts Valley Campus
Union Representation: Yes - CX Union
Job Duties 40% - Administrative & Business Operations
Manages, plans, administers and supports a range of administrative operations including procurement, facilities, divisional reporting, process documentation (including the Resource Planning & Management [RPM] non-technical process catalog), web content management, and travel/entertainment/reimbursement support.
Reviews, interprets, and advises on financial & administrative policies related to accounts payable, procurement, and travel transactions.
Assist the Business Operations Manager with complex policy updates that require divisional implementation and coordination.
Responsible for tracking divisional data and/or updating datasets as needed to inform business decisions, tracking metrics on divisional data and presenting comprehensive views to aid in data driven decision making.
Provide analysis of operational problems and situations in a multi-faceted way and develop and participate in implementing innovative solutions.
Work with ITS-RPM staff to provide continuity and integration to ITS business services and operations across the division.
Ensure timely completion of ongoing business activities.
Obtain, collect, analyze, organize and convey information or data related to ITS business functions.
Act as primary backup to the IT Leadership Team Executive Assistant. Backup duties may include, but are not limited to: calendaring support, human resources documentation and processing, and logistics support for Chief-Officer related business meetings.
35%- Financial Analysis & Reporting
Administrative operations include, but are not limited to budgetary, financial management and human resources.
This position is responsible for independent reconciliation, analysis, and reporting on centralized staff overhead budgets, and unit budgets.
Transactional work includes processing TOFs/TOEs/encumbrance liquidations.
In coordination with the ITS Finance Team this position works to keep financials current and actual as part of quarterly cleanup and during fiscal close.
Facilitates the monthly financial audit.
Participates in reconciliation and adjustments to permanent budget and staffing list via the Financial Managers Workbench (FMW).
Responsible for budget allocation tracking. Monitors unit roster and processes funding/budget entries and direct retro transactions as needed in the UC Path system.
Develops and prepares budgets and financial reports for funding which may be complex. This includes, but is not limited to critical analysis and reconciliation of centralized staff overhead budgets.
Reports on quantitative and qualitative metrics related to these budgets to advise and inform IT Leadership on relevant and emerging trends.
Performs studies on these budgets for resource plans, including approaches, trends, sources and uses.
Design and generate monthly sub-unit financial reports.
Assess and integrate financial reports for divisional reports and analyze the integrity of the data.
15%-Recharge & Billing Operations?
Supports recharge administration, including development of admin overhead rate packet and acting as primary backup for divisional recharge billing through the PCR360 enterprise system.
Supports processing of monthly carrier bills through accounts payable.
Completes monthly billing audits to ensure accuracy and report out to customers and colleagues.
Participates in the annual information user process.
10%-Program Support, Compliance Tracking & Special Projects
Coordinate and assist in management of all divisional business programs, including merit, equity, award, worker's compensation and like programs.
Assists in the design and drafting of organizational website content; drafts correspondence to organizational constituents.
Works closely with ITS Facilities Coordinator to collaboratively plan space logistics and execute on staff moves or divisional facilities projects.
Participates in monthly and annual space, key, and staff audits.
Acts as safety coordinator, participates in gathering divisional data regarding operations, resiliency, IIPP and other compliance issues.
Other duties as assigned.
ITS Security Statement Information Technology positions are responsible for the security of systems and restricted or confidential information. The incumbent is required to follow all applicable UC policies and departmental procedures in providing security of the systems or applications. Supervisors are responsible for making sure their staff completes all appropriate and required security training.
Bachelor's degree in related area and / or equivalent experience / training.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Working knowledge of common organization-specific and other computer application programs including infoview, banner, UC Path, FMW, and google suite of applications.
Ability to use discretion and maintain confidentiality.
Knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management.
Knowledge of a variety of administrative operational activities such as procurement, travel, risk management planning, website design, and accounting and payroll.
Skills in short-term planning, analysis, problem-solving, and customer service.
Knowledge of financial analysis and reporting techniques.
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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