Records Supervisor jobs in Santa Cruz, CA

Location: Santa Cruz
Job ID: 45158

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.

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: 11-28-2022

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

As the campus Chief Academic Officer and Chief Operations Officer, the Campus Provost/Executive Vice Chancellor (CP/EVC) is responsible for providing vision and guidance to campus senior leaders as they work to fulfill our campus mission and attain our strategic goals. The CP/EVC works closely with the Chancellor and the campus leadership team to engage faculty in the creation of a vibrant academic and research vision, infuse an entrepreneurial spirit into the creation of new sources of revenue, provide focused leadership to support student success, and assure a campus commitment to serving first-generation college students and a diverse student population. The CP/EVC provides leadership in the areas of the campus academic, capital, enrollment and financial planning, policy analysis, and fiscal administration; creating a vision for faculty, student, and staff programs that engage and support the campus. The CP/EVC organization is dynamic, with priorities and issues that evolve and change daily. The team is committed to collaboration, the use of digital tools to create efficiencies, in-the-moment reprioritization, and creating a collegial, optimistic and forward-facing environment. As representatives of the CP/EVC, all members of the immediate staff are expected to model the UC Santa Cruz Principles of Community in their interactions with senior leaders, faculty, students, and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations, and individuals outside of the UC system.

More information can be found here: https://cpevc.ucsc.edu



JOB SUMMARY

Under general direction of the Director of Administrative Policy and Records, and as a member of the Records and Information Management (RIM) team, the incumbent performs complex duties that require critical analysis and frequent independent application of principles and procedures in processing confidential and sensitive documents and communications directed to the Chancellor, Campus Provost/Executive Vice Chancellor, Vice Chancellors, and members of their staff. Functional areas are: (1) Correspondence Management (2) Records Retention (3) Administrative Support (4) General Administrative Support to the CP/EVC Organization.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $52,100 - $65,000/ annually. 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: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007376 ADMIN OFCR 2

Travel: Never or Rarely

JOB DUTIES

80% - Correspondence Management

• Exercises discretion while screening all confidential records, correspondence, and inquiries.
• Determines routing and distribution on incoming correspondence to the Chancellor's Office.
• Works with Chancellor's Office executive staff to determine rule sets for Chancellor's Correspondence.
• Consults with staff in Chancellor's Office and Office of the President to resolve ambiguities with correspondence and exchange information, as appropriate.
• Responsible for following up on action items to ensure that fields are complete.
• Maintains communications with administrators and their support staff to keep informed of issues impacting assigment of actions and/or dissemination of information to campus executives.

10% - Records Retention

• With extensive knowledge of Chancellor's Office and campus administration, analyzes all documents from 1960 to current date and independently assesses retention and disposition.
• Disposes of expired records, both physically and electronically, in compliance with legal regulations.
• Assigns Office of Record custodianship to retained records. Forwards records to the appropriate campus unit or of historical value transfers records to the University Archivist in Special Collections.
• Disposes redundant records as needed.
• Assigns metadata and processes documents retained in Administrative Records.
• Ensures appropriate secure and stable format.

5% - General Administrative Support to the Records and Information Management Office

• Assists with straightforward to complex research and selects pertinent materials in response to requests from the Chancellor, CP/EVC, Vice Chancellors, designated staff with a business need to know, and other campus units on variety of subjects, including policies, procedures and delegations of authority. Researches paper files including subject matter and legacy filing systems.
• Supervises student employees under the direction of the Campus Records Manager

5% - General Administrative Support to the CP/EVC Organization

• Acts as back-up for other administrative support personnel in the CP/EVC Organization including the Chancellor's Reception Desk.
• Provides additional or general administrative support to address shifting priorities and workload of the CP/EVC Office.
• Other responsibilites and projects as assigned.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Related administrative experience sufficient to utilize resources effectively to achieve maximum benefit for the organization.
• Demonstrated knowledge of office productivity tools such as calendaring tools, MS Office tools, database software, and web publishing tools.
• Ability to write clear and concise English with proper use of grammar, punctuation, and syntax. Knowledge of business and legal terminology and application of terminology in business correspondence.
• Solid verbal communication skills.
• Experience in creating and maintaining records and filing systems, both manually and computerized, with accuracy and with an attention to detail.
• Research and analytical skills to perform a wide variety of functions. Ability to gather, reduce, extrapolate and analyze information.
• Ability to exercise good judgment and discretion in handling sensitive and confidential information.
• Solid organizational skills sufficient to prioritize and complete projects independently, while balancing competing needs and deadlines.
• Interpersonal skills with the ability to establish and maintain supportive relations with co-workers, colleagues, and customers and to consistently provide quality service.
• Ability to read large quantities of materials rapidly and critically.
• Ability to learn new systems quickly and accurately.

PREFERRED QUALIFICATIONS

• Experience in records management and ability to interpret and apply records management principles.
• Familiarity with UC Santa Cruz procedures and resources, including business practices, policies, and procedures related to travel, entertainment and purchasing or professional level administrative experience in a higher education research setting or comparable institution.

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=45158&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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