EOP Administrative Specialist

Location: Santa Cruz
Job ID: 53696

JOB POSTING

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. The supervisor of this position can clarify how this policy applies to the selected candidate(s) upon selection for a job offer.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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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. 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: 07-20-2023


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

The UC Santa Cruz Division of Student Affairs and Success (DSAS), led by the Vice Chancellor for Student Affairs and Success, consists of nearly 250 team members spanning 3 major units and 21 departments. DSAS provides campus-wide coordination and leadership for student success programs, activities, and initiatives. The Division also does its work through a range of resource centers dedicated to providing direct student support. This work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. DSAS aspires to ensure every student feels welcome, supported, and a sense of belonging during their time on campus. These efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, DSAS is involved in numerous professional organizations and highly engaged in the local community.

The Student Success and Equity (SSE) portfolio of departments is a branch of DSAS focused on academic support services, advising/counseling, student life/co-curricular programming, student identity development, and retention/student success initiatives. Student Success and Equity provides services to the campus community with over 17,000 undergraduate and graduate students and has over 64 career employees and 475 student staff employees operating in 8 facilities/locations. The Student Success and Equity area includes a wide array of multidisciplinary academic and non-academic units including: Disability Resource Center (DRC), Educational Opportunity Programs (EOP), Learning Support Services, Services for Transfer and Re-entry Students (STARS), Renaissance Scholars Program (including Foster Youth), Veteran Resource Center, African American Resource and Cultural Center (AARCC), American Indian Resource Center (AIRC), Asian American/Pacific Islander Resource Center (AA/PIRC), Chicano/Latino Resource Center (El Centro), Women's Center (WC), the Lionel Cantu Queer Center (LGBTQ ), Undocumented Student Services (USS), the UCSC Hispanic Serving Institution Initiatives (HSI), African Black and Caribbean Student Success, Career Success, and campus committees/programs, and the Administrative and Business team for the unit.

The Student Success and Equity area includes all of the units and over 125 state, federal, student service fees and gift fund sources and an annual operating budget of nearly $18 million dollars.

The Educational Opportunity Programs (EOP) provides a variety of academic and personal support programs designed to improve the retention and academic success of first-generation college students from low-income and educational disadvantaged backgrounds and to ensure they successfully complete their undergraduate education and acquire the skills to prepare for graduate and professional school as well as future leadership roles. The EOP unit resides in the Division of Student Affairs and Success - Student Success and Equity (SSE) at UC Santa Cruz.

JOB SUMMARY

Under the direction of the EOP Director or designee, the EOP Administrative Specialist uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational objectives and issues. They implement and coordinate Educational Opportunity Programs (EOP) special projects, coordinate communication, and facilitate collaboration with the team of EOP Leadership Team, Counselors, Student Success and Equity career staff, and student employees to ensure high-impact operations and student services. The Specialist administers a defined operational program and is responsible for financial processing and budget analysis support in accordance with UC policies in collaboration with the Student Success and Equity business team. The incumbent analyzes and resolves operational problems of moderate scope, and is readily accessible to faculty, staff, students, and parents/family members.

APPOINTMENT INFORMATION

Budgeted Salary: $30.04 - $31.40 / Hourly. 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 - Clerical & Allied Services

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel: Never or Rarely

JOB DUTIES

60% - Administrative and Special Projects Coordination

• Provides administrative interface, coordinating with various campus officers to endure coherent integration of campus and community resources for students who have challenges with academic, health, conduct, financial, and social issues.
• Develops and oversees calendaring systems to assess workflow, planning, and implementation.
• Completes administrative procedures and processes utilizing word processing, spreadsheet, and database applications (PeopleSoft).
• Coordinates EOP office front desk operations and lobby oversight including but not limited to office supplies, safety procedures, mail services, printing, and storage.
• Ensures that the facility is clean and maintained according to University policy and procedures.
• In conjunction with the EOP Leadership Team, oversees the EOP front desk reception area by hiring and training qualified student employees on all administrative duties.
• Monitors student employee work performances to track their professional growth.
• Supervises student employees to implement the coordination of the front desk academic appointment scheduling and in-take process.
• Participates in the development and revision of standard operating procedures and guidelines.
• Engages with colleagues in departments such as faculty, academic staff, the Colleges, Financial Aid, Housing, Student Business Services, and others to provide referrals, advocate on behalf of students, and seek resolutions to a myriad of issues impacting the retention and graduation pathway of students.
• Responds to inquiries from students, faculty, staff, and family about EOP programs and navigating UCSC.
• Escalates student cases to the attention of the EOP Leadership Team or EOP Director when appropriate, ensuring timely intervention is applied before a student discontinues their studies at UCSC.
• Serves as a backup to the EOP counseling team and schedules student meetings.
• Utilizes Student Information Systems (PeopleSoft, Asana, and Slack).

35% - Student Programs and Events Coordination

• Coordinates specific student services and/or programs such as managing processes for the distribution of basic needs support: including but not limited to food, printing, educational materials, and supplies or technological equipment that support student success.
• Oversees hiring and training qualified student employees to execute student services and programming.
• Initiates and reviews quarterly budget reports for basic needs student services and programming.
• Coordinates and implements logistics for EOP student events including training, student programs, conferences, and special meetings.
• Oversees and coordinates administrative, program, and office activities.
• Establishes, selects, implements, and coordinates office procedures and systems.
• Serves as the primary fiscal coordinator for EOP events and student programs, including but not limited to purchasing, retrieval, and management of materials/equipment for all department events.
• Coordinates and implements marketing and social media initiatives to inform students of services and events.
• Utilizes communication tools including listservs and reports involving students, alumni, and donors to promote programs, events, and general engagement.
• Works with appropriate staff to update/review the EOP website to better communicate organization's missions and; recommends improvement as needed.

5% - Other Duties or Projects Assigned

• Coordinates the EOP Director's calendar and supports scheduling of meetings with on-campus and off-campus stakeholders.
• Assists with the Academic Resource Center building facilities.
• Serves as unit contact for the student hiring process.
• Conducts other duties or projects as assigned.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Ability to use sound judgment in responding to issues and concerns.
• Demonstrated experience with financial policies, practices, and systems.
• 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.
• Demonstrated experience serving first-generation and low-income students in higher education.
• Demonstrated ability to initiate and coordinate services for non-traditional students.
• Demonstrated ability to interact effectively, productively, and sensitively with students, faculty, staff, and parents/family/guardians per the standards and practices of the Family Educational Rights Privacy Act (FERPA) and other relevant policies and best practices.
• Demonstrated ability to review, understand, and effectively apply policies and regulations.
• Excellent interpersonal, cultural competency, and conflict resolution skills.
• Demonstrated ability to effectively collaborate with people of diverse backgrounds.
• Ability to encourage others toward common and individual goals and to motivate others to follow.
• Ability to use discretion and maintain confidentiality.
• Knowledge of higher education student services and administrative affairs.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work occasional evenings and weekends as directed.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.

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=53696&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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