Career Center

SIP Operations Coordinator

Location: Santa Cruz
Job ID: 37550

JOB POSTING

This recruitment was previously restricted to UCSC employees.  As of 07/18/2022, all applicants are encouraged to apply by the updated IRD listed below.

 

Primarily remote work in Fall, hybrid in Spring, and 100% in-person for Summer program.



 

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: 08-01-2022

 

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.

 

DEPARTMENT OVERVIEW

The Science Internship Program (SIP) offers high school students the opportunity to spend their summer interning with research groups and labs at UCSC doing research with professors, post-doctoral students and graduate students.  SIP grows each year and most recently placed 315 students in research areas across all five academic divisions to work on current ongoing UCSC research.

More information can be found here: sip.ucsc.edu

 

JOB SUMMARY

Under the supervision of the SIP Assistant Director, the Operations Coordinator is responsible for supporting the academic and logistical aspects of the SIP program on the UCSC campus.  The incumbent will coordinate logistics and provide administrative support to prepare for a successful summer for the mentors and interns who participate in the program. Responsibilities include responding to student and parent inquiries, playing an active role in the recruitment and admissions season, purchasing materials for year-round and summer needs, providing administrative support to the SIP outreach staff, event support, and being an active presence in the SIP office during the summer program in support of program needs.  The Operations Coordinator will also support other programs within our parent organization, The Educational Partnership Center, on an as-needed basis.

 

APPOINTMENT INFORMATION

Salary Information: $24.64 / Hourly. 

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: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX

Job Code Classification: 004722 (BLANK AST 3)

Travel:  Never or Rarely

 

JOB DUTIES

50% - Program Support 

• Supports the Director and Assistant Director in annual reviews and updates of all parent, student, and academic handbooks and manuals.
• Follows up with all SIP mentors regarding the support for all summer needs and logistics.
• Coordinates any changes, additions and / or cancellations to academic and residential activities and events, including weekly transportation, housing reservations and payments, while effectively supervising student staff during the summer implementation of the program.
• Inputs purchasing requests into computerized financial information system to create purchase orders.
• Processes direct payment forms for payments / reimbursements / refunds to individuals, entertainment and reimbursements, payments to vendors, and agreement payments; obtains necessary approvals and supporting documentation.
• Processes invoice payments against purchase orders.  Ensures that goods have been received and appropriate on-line receiver documentation is completed; vendors receive payment by due date.
• Prepares pre-travel and post-travel forms; processes travel advances as directed.  Assists staff with travel arrangements as needed.
• Adheres to internal control principles and systems, which includes: separation of duties when processing financial transactions, appropriate authorization and approval mechanisms, safekeeping of assets and review of records.
• Maintains a process for collecting and tracking financial transactions for program.  Reviews for accuracy and reports progress on a regular schedule and as requested; tracks expenditures.
• Manages program email accounts, websites (including updates and upkeep throughout the year), online application system, and phone inquiries; ensure professional communication and customer service needs are met.
• Uses application management system during admissions and enrollment periods: tracks applications and acceptances, and notifications; exports student data for various tracking and follow-up needs; provides general support such as retrieve forgotten passwords for students and mentors, re-send requests for teacher recommendations, etc.  
• Pre-program preparation for accepted interns: enrollment packet collection, tracking, review, and follow up; management of sundry email accounts, library access, and lab safety training access, processing and tracking; support of Python Tutorial workspace.
• Daily and weekly summer program attendance tracking and follow up for both commuters and residential interns; database use; payment vs. usage tracking and monies owed; requesting payment, facilitating refunds, and tracking progress of these transactions.
• Tracks hiring paperwork completion for mentors and follow up with mentors to ensure completion of all hiring steps by deadlines and compliance with HR policies.

20% - Event Support 

• Oversees program event calendar.
• Assists with coordinating all SIP special events (Opening Day, Closing Day, Community Beach Day, Community picnic) at the direction of the SIP Assistant Director.
• Provides logistical support (room reservations, audio-visual needs, catering, coordination with necessary on-campus units and off-campus vendors, creates programs/invitations, etc.) for SIP events such as: Mentor Info Sessions, Mentor training, Intern open House, Program Kickoff, and Presentation Day/Closing Day.
• Assists with schedules of intern presentations for Presentation Day, collects and uploads online presentations onto shared drive, coordinates with videographer to collect, organize, and upload videos of student presentations to website.
• Assists in coordination of off-site SIP reunion.

15% - Student Recruitment and Outreach

• At the direction of the SIP Assistant Director, updates the SIP student recruitment plan and application process as directed; this includes serving as primary contact for all prospective students, parents, and teachers; attending recruitment conferences and open house school events; and providing information to maintain lasting partnerships with high school educators throughout the world.
• Schedules, and coordinates a variety of recruitment efforts including visits to high schools, conferences, and other events to present information on SIP.
• Maintains communication with SIP partner schools throughout the recruitment, application, and acceptance process.
• Exports student data from management systems to collect and record applicant, waitlist, and attendee data.
• Updates alumni contact information and records including college destination, attendance, graduation, and current industry affiliations.

15% - Other Management Duties

• Attends training programs and workshops, as directed.
• Supports efforts of other programs of the University, industry, and other community organizations, as directed.
• Responsible for any other duties as assigned by Unit Supervisor, including special projects and assistance with support programs as needed, based on availability given the SIP schedule.

 

REQUIRED QUALIFICATIONS

• Experience coordinating a high-level, high-volume administrative office.
• Demonstrated organization and time management skills sufficient to coordinate and complete a number of competing assignments with a high level of accuracy within established deadlines.
• Excellent interpersonal skills with demonstrated ability to interact professionally, represent the program successfully, and establish and maintain a positive working relationship with constituents such as students, parents, teachers, university stakeholders, and the general public. The ability to communicate effectively and respectfully with people from different racial, ethnic, and cultural backgrounds and lifestyles, demonstrating sensitivity to their needs.
• Ability to exercise discretion in handling confidential and sensitive information.
• Demonstrated working knowledge of computer operating systems, peripherals, Google Suite, and other graphics/web applications, as well as email and internet access.  The ability to learn additional software, as department needs dictate.
• Ability to assist with financial and administrative problems, and communicate with supervisor and other units to solve these problems.
• Ability to cope with regularly shifting priorities at the direction of the supervisor, and to perform accurately and efficiently in a fast-paced environment.  Ability to successfully handle details and logical systems to track and follow up on multi-part tasks.
• Ability to manage records and information in hard copy and digital formats.
• Experience producing grammatically correct correspondence and reports in a clear, concise manner; possesses strong writing skills.

 

PREFERRED QUALIFICATIONS

• Bachelor degree or equivalent experience.
• Bilingual (Spanish/English English)
• Experience working with students in higher education and K-12 settings and general knowledge of the UCSC campus policies and procedures
• Knowledge and application of general accounting practices to accurately perform bookkeeping, fiscal and financial transactions.
• Experience with residential programs.
• Knowledge of access and equity issues for historically underrepresented groups in math, engineering, and science education at the national, state and local levels.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Must possess a valid license to drive in the State of California. 
• Ability to work occasional evenings, weekends, and travel within service area, if necessary.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Ability to move materials, weighing up to 25-30 pounds, with or without accommodations.
• 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=37550&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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