Top Division Operations Executive jobs in Santa Cruz, CA

Location: Santa Cruz
Job ID: 41797

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: 09-13-2022

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

UC Santa Cruz has an extraordinary history of excellence in the humanities and a promising future. In the Humanities Division, we are dedicated to producing interdisciplinary research, student learning, and public programming in ways that break new ground, address urgent questions, and speak to a diverse array of communities and concerns. Our division's nine departments and programs, with outstanding scholars and teachers who care deeply about our students, foster courses of study dedicated to global cultures, histories, languages, and literatures. Our goals include:

• Fostering research excellence
• Creating career-ready humanities majors and providing meaningful humanities training for all UCSC students
• Bringing the humanities to a broad range of public audiences

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

JOB SUMMARY

Under the general direction of the Assistant Dean, the Director of Humanities Division Operations is responsible for overseeing the staffing and services offered by the Humanities Academic Service Centers and Humanities Facilities Maintenance. The Director of Humanities Division Operations oversees the delivery of academic services to all Humanities faculty.

The incumbent must collaborate and maintain effective working relationships across a broad spectrum of faculty and staff, interacting regularly with the Dean, Assistant Dean, Divisional staff, Humanities Computing Services, Department Chairs and Managers, as well as with core campus units including but not limited Risk & Safety Services, Capital Planning and Space Management, Physical & Environmental Planning Services, Custodial, and Student Employment.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $33.86 - $38.69 / Hourly. 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: CX - Clerical & Allied Services

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel: Never or Rarely

JOB DUTIES

30% - Administration of Academic Services

• Oversee and backup the delivery of academic services to faculty by the Academic Services team in the three locations (Humanities Building 1, Cowell, Stevenson). Services include, but are not limited to, mail services, printing and scanning requests, supply management, room reservations, basic computer troubleshooting.
• Primary point of contact for Humanities divisional services under contract such as copy machines, proper file storage and destruction, etc. Ensure the team can provide customer service on access, scheduling services, and new requests.
• Serve as requester for (i.e., purchasing card and CruzBuy) expenditures on the Academic Services account. Analyze expenditures, reconcile with budget, forecast variances and take steps to operate within allocation. Serve as approval authority to other campus units doing business with Academic Services.
• Collaborate with ITS and student employees to provide drop in IT services, supplies, basic software support and assistance. Collaborate with ITS in training and utilization of the division Instructional Development Lab.
• Supervise, regulate, coordinate and backup the scheduling of the divisional conference rooms and the web reservation system that supports it. Review and analyze usage, and update protocols, to ensure the conference rooms are utilized in an effective manner, and are kept clean and in good working order. Negotiate and adjudicate any scheduling conflicts that may occur. Oversee the provision of access (regulate keys or access codes), and media cabinet/digital projector training and support, for all conference rooms.

20% - Building Operations

• Serve as back up building manager to control access and as disaster coordinator, health, safety, security, and sustainability practices promoter for the locations.
• Operates HAS and facilities financial affairs and accounts with delegated authority. Processes purchase orders and reconciles accounting records, payroll expenditures, and transfers of expenses. Supports Assistant Dean in the development of budgets and spending plans, analyzing and interpreting financial data to determine current and future budgetary needs, necessary adjustments, and fund controls.
• Serve as back up contact for emergency services personnel. Learn, interpret and implement campus and divisional policies and procedures.

20% - Dean's Office and Divisional Operations

• Administration of the Dean's Office operations.
• Backup scheduling support to the Executive Assistant to the Dean.
• Serve as divisional administrator for Handshake/HIRES student employment system. Ensure appropriate departmental contacts have access to the system, and understands and communicates out the necessary flow of information for successful student hiring.

15% - Supervision

• Hire, train, and supervise student employees who provide administrative coverage for the HAS centers.
• Recruit, hire and train a team of student employees. Manage the scheduling of their time to maximize availability during open business hours. Oversee the support they provide for new services including copier and scanning services, conference room set up/clean up, and maintenance of the two satellite ASC locations. Evaluate student performance.
• Draft or revise job descriptions, recruit, hire, train, on-board, schedule, supervise, approve timesheets, perform annual appraisals, award or discipline, dismiss (if needed, in accordance with policies) and perform other tasks, as needed, to effectively supervise the Academic Services students.
• Analyze, create and adjust workflow processes, as needed. Responsible for overall management, appearance and effectiveness of the Academic Services office(s).
• Maintain a working knowledge of the latest software, hardware, equipment, policies, procedures and business methods to ensure smooth operation of the Academic Service centers in an environment of continuous change.

10% - Process Improvement

• Recommend actions to Assistant Dean to improve delivery of services or resolve problems.
• Work with ITS and Building Operations to ensure facilities ticket system and web forms are functional, responded to in a timely fashion, and local facilities systems and policies are current.
• Work with divisional staff to ensure Humanities ToolKit website, a resource hub for Finance, AHR, Facilities, HAS, etc, is current and accessible.
• Maintain web based Academic Services work order system; analyze to ensure deadlines are met.
• Create and maintain workflow process for online help desk. Monitor, track and respond to work-order requests, monitor timelines to ensure that project deadlines are met.

5% - Other duties

• Communicate announcements, notices and training opportunities; maintain Academic Services web pages.
• Ensure that policies, practices and behaviors support and accept diversity; Promote and respect the Campus Principles of Community.
• Other duties or special projects, as assigned.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Substantial related administrative and clerical experience, including knowledge of office procedures, standard office equipment and work order systems.
• Working knowledge of common organization-specific and other computer application programs, as well as web content management systems such as WordPress.
• Excellent interpersonal skills, demonstrated ability to be diplomatic, discreet and tactful in relations with faculty, staff, students and the public. Ability to exercise sound judgment when handling confidential material.

PREFERRED QUALIFICATIONS

• Exceptional organizational and time management skills sufficient to meet deadlines in a high-interruption, fast-paced environment.
• Substantial supervisory experience, including demonstrated ability to analyze and evaluate workload and adjust schedules and priorities.
• Excellent service-oriented verbal communication skills, including the ability to give clear, concise information.
• Demonstrated experience and ability to provide superior attention to detail, accuracy and completeness.

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=41797&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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