Career Center

Administrative Coordinator

Location: Santa Cruz
Job ID: 36003

JOB POSTING

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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: 05-31-2022

 

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.

 

JOB SUMMARY

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues to maximize the effectiveness of Genomics Institute employees by minimizing their burden of administrative tasks. Administers on-boarding process for new employees, including training and logistics, supports travel requirements for scientific and developer staff.  Helps monitor and manage budgets and grants, including mandatory reporting for such projects.  Analyzes and resolves operational problems of moderate scope.

Comprising diverse researchers from a variety of disciplines across academic divisions, the UC Santa Cruz Genomics Institute leads UC Santa Cruz's efforts to unlock the world's genomic data and accelerate breakthroughs in health and evolutionary biology. The Genomics Institute involves over 100 personnel, participating in projects supported by funds from the federal and state governments, private gifts and foundations; in addition, the GI provides funding support for approximately 50 additional personnel for GI related projects. Our platforms, technologies, and scientists unite global communities to create and deploy data-driven, life-saving treatments and innovative environmental and conservation efforts, while addressing the most fundamental societal and policy questions.

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

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $30.29 - $34.62/hour. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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: This is a Career appointment

Job End Date: 1 year from hire date, with possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel:  Never or Rarely

 

JOB DUTIES

55% - ADMINISTRATIVE SUPPORT

• Assists with the administration of the Genomics Institute leadership and Pathogen Genomics initiative and related projects and programs and activities which includes the following functions: scheduling, student services, internal group communications, information technology and safety support.
• Supports leadership team in the Genomics Institute by scheduling meetings and events, taking notes, tracking action items, performing follow-ups from meetings, data coordination and data management.

35% - PROJECT MANAGEMENT SUPPORT

• Supports and monitors project needs, funding sources for projects and raises awareness of reporting requirements and project deadlines. Interfaces with the administrative teams to provide administrative support for the creation of new grants.
• Gathers and analyzes resource data; prepares reports or analyses of operational activities, evaluates current and proposed services for employees, volunteers, and collaborators, etc.

10% - PERSONNEL SUPPORT

• Provides guidance to supervisors and managers in, personnel policies, and procedures and assists as needed with new employee onboarding, offboarding, and various account access.
• Trains and provides supervision to student assistants on administrative procedures, practices and implementation of policies, including those which are particularly complex.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience with administrative procedures and processes, including workflow efficiency using word processing, spreadsheet and database applications.
• Customer service skills.
• Ability to use sound judgment in responding to issues and concerns.
• Project management skills.
• Solid oral communication and interpersonal skills to communicate effectively.
• Solid written communication skills.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs and office equipment (e.g. printers, scanners, MAC/PC computers, A/V equipment setup, and ability to troubleshoot network and Wi-FI connectivity issues).
• Ability to use discretion and maintain confidentiality.
• Solid written communication skills with the ability to understand scientific subject matter enough to edit and proofread.
• Analytical and data-gathering skills.
• Demonstrated ability coordinating complex meetings on busy calendars.
• Ability to establish workflow processes for efficient operations.
• Knowledge of subscription management and cloud document management.
• Experience supervising students.

 

PREFERRED QUALIFICATIONS

• Knowledge of UCSC policies, procedures, and systems, including knowledge of UCSC event planning procedures, travel reimbursement policies, and purchasing systems.
• Experience with subscription management and cloud document management.
• Experience working in a technology start up environment, academic and/or research setting.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• 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

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=36003&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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