Student Life Assistant, Oakes College Job Listing at University of California in Santa Cruz, CA (Job ID 64315)

Description

JOB POSTING

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

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The IRD for this job is: 02-13-2024

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

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents. CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families.

More information can be found at: https://oakes.ucsc.edu/

JOB SUMMARY

Under the general supervision of the College Programs Coordinator, the Student Life Assistant has primary responsibility for the day-to-day operation of the Student Life Office (Programs/Housing/Residential Life). The incumbent provides financial advising and administrative assistance to the student life staff. Responsibilities include coordinating office coverage, clerical duties, (administrative and records management duties, and assisting in the preparation and implementation of a variety of student life events.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 / hourly 
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: Clerical Employees (CX)

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

30% - Administrative and Programming Support

• Using Google Workspace (email, calendar, Drive): manages email correspondence, schedules meetings and follows up with staff, students, faculty, and/or parents as needed.
  Updates and maintains graduation database for the College Programs Office.
• Coordinates a variety of other special projects/duties as assigned.
• Attends and assists with the planning, publicity and implementation of college-wide events, including: Summer Orientation, Welcome Week, dances, college nights, Commencement and other major events.
• Attend regular Monday night Programs team meetings.

25% - Office Coordination

• Recruits, selects, trains, supervises and evaluates 2-3 student office assistants. Monitors and directs student employees in day-to day work tasks. Responsible for all human resources processes for student staff, including time sheet review and approval.]
• Responsible for ensuring the Student Life Office is open and staffed (either by the incumbent or by designated student staff) from 9am – 5pm, Monday through Friday, including through the lunch hour. Ensures that the office is maintained in a neat and orderly condition at all times.
• Greets walk-in traffic and handles telephone inquiries from students, staff and parents. Provides information regarding college activities. Directs visitors and ensures compliance with the non-release of public information. Directs all inquiries to appropriate parties. Maintains a professional, orderly, and welcoming office environment.
• Maintains and orders Student Life Office Supplies and monitors supply budget.

20% - Facilities Coordination

• Maintains and directs student employees in work tasks as facilities reservations and regular maintenance requires.
  Coordinates the scheduling and reservations of college facilities and notifies appropriate staff when events will impact other college activities.
• Ensures facilities are maintained in a neat and orderly condition.
• Ensures A/V equipment is in working condition and updated as needed.
  Assists in the development and production of advertisements and other promotional materials for college events, programs and activities, including social media platforms (Facebook, Instagram, etc.).
• Maintains and regularly updates college events calendar and posting boards.

20% - Financial Support

• Processes and tracks Purchase Orders and reimbursements.
  Acts as a resource person for purchases, ensuring that all University financial guidelines are followed. Keeps up to date on current with campus financial processes.\
• Responsible for maintaining, dispensing and accounting for petty cash funds.\
• Handles all cash transactions for student life events, including the selling of events tickets, etc.
• Produces regular financial reports as requested.
• Maintain spreadsheet tracking and event spending in detail, including budget, incurred cost and left-to-spend tallies.

5% - Miscellaneous Duties

• Maintains and regularly updates Oakes College websites.
• Assists the Housing Coordinator with check-in and checkout processes.
• Assists the Housing Coordinator with the summer room assignment process and mailings. Also assists with Spring room selection process.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

• Experience and demonstrated proficiency with computer systems; word processing, spreadsheet, database and email applications.
• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact, diplomacy and integrity.
• Excellent related administrative/clerical with knowledge of standard office procedures and equipment.
• Experience and demonstrated proficiency with computer systems; word processing, spreadsheet, database and email applications.
• Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
• Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances.
• Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions
• Ability to maintain professionalism and patience while handling numerous inquiries on a wide variety of subjects.
• Ability to perform basic mathematical calculations necessary for performing financial support and record keeping.
• Ability to hire, train, and supervise student staff.
• Ability to exercise good judgement and discretion when handling confidential information in a sensitive and professional manner.
• Ability to work collaboratively within a team environment, interacting effectively and positively.
• Political acumen and diplomatic skills sufficient to work with ethnically and culturally diverse populations in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community.
   

PREFERRED QUALIFICATIONS

• Experience working with Macintosh computer systems and programs including Word, Excel, InDesign, File Maker Pro and Google docs.
• Artistic and graphic design experience sufficient to create flyers, brochures and handbooks.
   

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 move up to 25 pounds with or without accommodations.
• The selected candidate will be subject to the annual financial disclosure requirements of the California Political Reform Act of 1974.
• 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.