QB3 Administrative and Program Manager

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HOW TO APPLY

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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: 04-01-2024

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

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society. Its diverse curricula facilitates creative thinking and prepares students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at aUC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the UCSC Principles of Community.

JOB SUMMARY

The QB3 Administrative and Program Manager will provide program administration and coordination to UC Santa Cruz's California Institute for the Quantitative Biosciences (QB3) Scientific Director at UC Santa Cruz. QB3 is a tri-campus organization at UC Berkeley, UC San Francisco, and UC Santa Cruz.

Under the general supervision of the Scientific Director, the incumbent will use professional concepts to apply organizational processes, policies and procedures to support the wide range of administrative and operational needs for QB3. Responsibilities include coordination of programs and activities associated with QB3 initiatives, providing administrative and financial analysis support, event planning and logistics, managing ongoing community relationships, meeting and calendar management and assisting with special projects.

QB3 Administrative and Program Manager will oversee all aspects related to QB3 programs management, operations and training.

APPOINTMENT INFORMATION

Budgeted Salary: $83,330 - $92,360/year. 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: Non-Represented

Job Code Classification: 007377 (ADMIN OFCR 3)

Travel: Never or Rarely

JOB DUTIES

50% - Intercampus Program Management and Coordination

• Participate in development, planning and coordination of initiatives that offer students real-world research experience and training in the biotechnology sector. Programs may include areas such as career and graduate studies exploration, mentorships, and opportunities to use advanced laboratory facilities and develop new technical skills.
• Build strong community relationships for QB3 initiatives with campus, other universities and industry partners.
• Assist QB3 Scientific Director with other academic and/or research related tasks.
• Develop program materials and curriculum.
• Determine requirements, develop and implement programs, measure results, present findings and recommendations.
• Coordinate and assist program directors in leading campus workshops.
• Assist program directors in communication with campus and external partners.

30% - Administrative Operations

• Respond to program and operational questions.
• Manage correspondence.
• Serve as a resource person to QB3 affiliated faculty and students on administrative matters by participating in problem solving and responding to queries on policies and procedures.
• Manage proposals; coordinate contract, grant and award paperwork; and log number of submitted proposals and number of funded proposals.
• Work with legal, finance, financial aid to setup processes with UCSC guidelines to fund interns working at biotechs and core facilities
• Assist QB3 and faculty in logistics involved in writing collaborative grant proposals.
• Organize meetings such as conferences, workshops, industry meetups, and outreach activities, and prepare progress reports.
• Assist with submission and proofreading of documents related to QB3 activities.
• Provide administrative support for QB3 Scientific Director, which includes travel coordination; assisting with reports; updating curriculum vitae; scheduling meetings, conference calls, and appointments related to QB3 activities; and financial tracking and completing reimbursements. Take minutes during meetings as needed.

15% - Communications

• Website maintenance; create, implement, manage, monitor and update website for QB3.
• Update web pages (events, news, publications, projects) on a regular basis.
• Document QB3 productivity on their respective websites and social media platforms, in reports, including journal publications, conference presentation, extramural funding, and student activities of QB3 affiliates, plus center events and general news.

5% - Event Coordiantion

• Coordinate seminars, workshops, lecture series, and other special events.
• Coordinate facilities, internal/external vendors, suppliers to provide optimal event experiences.
• Work with catering vendors to supply meals and refreshments for events.
• Coordinate and obtain necessary supplies and refreshments not supplied by caterers for events.
• Utilize campus systems to produce Purchase Orders (POs) and Entertainment Reporting Forms (ERFs) in support of vendor services.
• Reserve event rooms and visitor accommodations, parking passes, AV equipment, and related tasks.
• Serve as liaison with Media Services for equipment needed for meetings.
• Create agendas, prepare meeting materials, arrange necessary logistics with other campus units.
• Create promotional materials, including fliers, posters and online listings and distribute as appropriate.
• Provide onsite support for all events.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Solid organizational skills, sufficient to prioritize and work on multiple tasks simultaneously, with accuracy and attention to detail, under pressure of competing deadlines and interruptions.
• Ability to cope with ambiguity and regularly shifting priorities and to perform accurately and efficiently in a fast-paced environment.
• Problem-solving skills, with the ability to identify issues and recommend solutions.
• Ability to work independently.
• Sufficient math skills to track and process reimbursements.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Strong customer service skills.
• Adept interpersonal skills with the ability to foster collaborative relationships.
• Solid verbal communication skills with the ability to actively listen.
• Solid written communication skills.
• Strong computer and systems skills with proficiency in Microsoft Office suite or equivalent software, website editing using high-level interfaces (e.g., Drupal, WordPress), text file editing, team-work tools (e.g., Slack) and social networking tools (e.g., Twitter).

PREFERRED QUALIFICATIONS

• Program coordination experience, managing participants, multiple priorities, and complex schedules and topics.
• Working knowledge of university, state and federal regulations and a demonstrated ability to interpret and apply those regulations as they relate to administration and compliance.
• Experience interpreting and applying campus purchasing, accounting, travel and entertainment policy and experience working with campus enterprise systems: CruzBuy and ERF, and recharges.
• Experience working in a higher education setting.
• Spanish Language proficiency/fluency.
• Travel coordination and event planning experience.

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.
• 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.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.