Astronomy Programs Coordinator

Location: Santa Cruz
Job ID: 61024

JOB POSTING

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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: 11-16-2023



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

This position will provide administrative support for the following programs:

The Astronomy and Astrophysics Department located on Science Hill on the UC Santa Cruz campus is recognized as a leading department worldwide, with one of the top graduate programs in the United States. We are a dynamic group comprised of instructional and research units with a variety of support programs. There are 18 faculty members, 20 postdoctoral fellows and researchers, and currently 50 graduate students working towards their Ph.D. Degree.

UCSC's Astrobiology program is a collaborative, interdisciplinary initiative dedicated to the study of the origin, evolution, and distribution of life in the universe. By probing how life forms, identifying the markers of living worlds, and observing our local astronomical neighborhood, UCSC astrobiologists bring a 21st-century approach to bear on an ancient question: are we alone in the universe?

The Other Worlds Laboratory (OWL) is a research and collaboration initiative at the University of California, Santa Cruz (UCSC) that builds on the university's historic successes in the study of planets inside and outside the solar system. UCSC research in planets crosses several departments, and we have had great success in crossing traditional boundaries between departments and fields.

The Osterbrock Leadership Program provides unique training opportunities to the UCSC Astronomy graduate community through a variety of educational activities, mentorships with outstanding leaders, and leadership experiences conceived and executed by the students themselves.

More information can be found at https://www.astro.ucsc.edu/about/index.html

JOB SUMMARY

The Astronomy Programs Coordinator provides administrative support for the following programs: Astrobiology Institute, Other Worlds Laboratory (OWL), and Osterbrock Leadership Program. The Astronomy Programs Coordinator also provides support for the Department of Astronomy and Astrophysics.

Approximately 50% of the incumbent's time is spent providing administrative support to the Astrobiology Institute Director, and as necessary, to faculty, fellows, graduate student researchers and others affiliated with the Institute. With a high degree of flexibility and creative problem-solving, the Astronomy Programs Coordinator is responsible for the following duties within the Astrobiology Institute: calendaring and scheduling meetings, developing and maintaining an effective administrative organizational structure, coordinating travel and other logistics, processing administrative and financial paperwork, supporting the development of Institute content, both written and web-based, fostering an interdisciplinary climate by making connections across the UC Santa Cruz campus.

Approximately 20% of the Astronomy Programs Coordinator's time is spent providing administrative support to the Other Worlds Laboratory (OWL) for the annual Exoplanet Summer Program. Up to 60 visitors come to campus each summer to participate over a three to four-week time period. Primary responsibilities include, but are not limited to, event coordination, processing reimbursement and financial paperwork, budget tracking, and communications.

Approximately 20% of the incumbent's time is spent providing administrative support for the Osterbrock Leadership Program, which includes processing reimbursement and financial paperwork, coordinating travel and other logistics, budget tracking, communications, supporting events and visitors, and updating webpages.

The final 10% of the Astronomy Program Coordinator's time is spent providing administrative support to the Department of Astronomy and Astrophysics, which includes working in collaboration with the Department Manager and Department Administrative Assistant to provide additional administrative support for seminars, coordinating events and programs, processing financial transactions, general administration, and special projects as needed.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $29.93/hour. 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: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

30% - Astrobiology Institute Administrative Support

• Works with the Institute Director and assists others as necessary (research faculty, visiting scholars, graduate researchers etc.) in achieving short and long-range goals and objectives in accordance with the Institute's academic, research, fundraising, and outreach plans, which may include creating physical collaborative workspaces, creating a faculty-in-residence program, creating mentoring programs for students and postdocs, developing a multidisciplinary astrobiology curriculum, developing an artist-in-residence program, etc.

30% - Financial Transactions

• Accurately prepares forms for purchases, payments, recharges, and reimbursements for visitors, faculty, and students for travel, honoraria, reimbursements, and entertainment. Duties include, but are not limited to creating CruzBuy requisitions and purchase orders, reconciling monthly credit card statements, preparing reimbursement forms for expenses, and obtaining necessary signatures for alcohol authorization at events.
• Processes Osterbrock Leadership fellowship payments for graduate students.
• Maintains knowledge of campus fiscal policies and practices and acts as resource and liaison for division/accounting, faculty, students, and staff on current accounting regulations and procedures.
• Keeps internal financial tracking spreadsheets updated.
• Assists with oversight of budgets and other financial tracking activities, and liaises with divisional contacts when needed.
• Coordinates purchase and delivery of supplies and equipment.

20% - Event/Visitor Support and Coordination

• Coordinates visits for collaborators and speakers, serving as the main point of contact to ensure that all needs of visitors and other invitees are met; schedules meetings, arranges travel logistics (flights, hotel, transportation), reserves parking permits, communicates directions to campus, greets and assists visitors, directs visitors to proper locations, and answers all general inquiries, on the phone and via email.
• Coordinates group travel arrangements for the Osterbrock Leadership Program.
• Facilitates general event planning and coordination, including some or all of the following: organizing events and duties organizing mailing list and mailings, reserving rooms, alerting media, arranging catering, completing travel and expense reimbursements, etc.
• Composes and sends email announcements to department faculty, staff, students, campus constituencies, or other units as appropriate and related to coordinated visitors, seminars, and other events.

10% - General Administration

• Greets students, visitors, faculty, and staff, etc., serving as the first-line resource for questions.
• Oversees department room reservation calendar and scheduling.
• Coordinates office space for visitors, arranges keys, etc.

5% - Web and Social Media Management

• Updates and maintains program web pages for the Astrobiology Institute, OWL, and Osterbrock Leadership Programs.

5% - Special Projects

• Performs other duties and projects at same level of complexity, difficulty, and responsibility as assigned, managing each project with little direction and relying on knowledge and independent judgment.
• Maintains procedures manual for major functional areas of the job.
• Serves as back up for other departmental staff positions in the event of leaves, absences or busy times of year.
• Assists Graduate Advisor on projects, as needed.
• Maintains and upgrades administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.

REQUIRED QUALIFICATIONS

• High school diploma and/or equivalent experience.
• Strong communication, interpersonal, and customer service skills sufficient to initiate and maintain good working relationships with faculty, researchers, students, staff, funders, and external collaborators.
• Good organizational and time management skills demonstrated by experiences working accurately, with interruptions, and meeting deadlines.
• Good problem-solving skills.
• Experience learning, interpreting for others, and applying a variety of policies and procedures.
• General knowledge of accounting principles and financial tracking.
• Demonstrated experience with financial activities related to purchasing, reconciliation, reporting, and planning.
• Experience that demonstrates flexibility, initiative, good judgment and discretion.
• Strong writing skills and familiarity with communications strategies.
• Thorough experience with administrative procedures and processes.
• Experience working in a computerized office environment with word processing, database, and spreadsheet skills sufficient to prepare correspondence, reports, forms, etc., with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.

PREFERRED QUALIFICATIONS

• Bachelor's degree and/or equivalent relevant experience.
• Basic webpage content editing skills using Word Press, Google Sites, or other content management systems.
• Experience working in an academic and/or research setting.
• Experience with higher education processes, protocols, procedures and organizational structures.
• Experience with implementing communications strategies.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• The 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.
• 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.
• 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=61024&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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