College Assistant

University of California Santa Cruz Santa Cruz, CA Full-time Education

Posted on April 6, 2024

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College Assistant

Location: Santa Cruz
Job ID: 61978

JOB POSTING

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.

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: 12-12-2023

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

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.

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

JOB SUMMARY

Under the general supervision of the Senior Director, the incumbents will perform a wide variety of general customer service and office management duties, general academic advising support, problem solving, information research, and college mail management. This position has extensive contact with campus units, academic departments and faculty, parents and other members of the public.

APPOINTMENT INFORMATION

Budgeted Salary: 23.86 / 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:

Part-time, Fixed
Percentage of Time: 75%, 30 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: BLANK AST 2 (004723)

Travel: Never or Rarely

JOB DUTIES

50% - Reception/General Office Duties

Serves as the front-line contact for the college/colleges and, in doing so, promotes goodwill and public support. Greets and directs walk-in traffic, and handles telephone inquiries from students, their families, UCSC faculty and staff, and the general public. Retrieves and responds promptly to all voicemail messages. Provides information regarding the colleges, campus, policies, and procedures to students and prospective students by phone, email, in person, and in writing.
Responds to a wide variety of concerns and uses independent judgment in helping to resolve problems.
Maintains an appropriate level of office supplies for the college office, including supplies for the office copier, printer; fax machine, etc. Arranges for office equipment service needs and trains staff and student workers on the proper use of office equipment.
Responsible for tracking expenses related to office supplies and mailroom operations.
Performs other administrative duties as assigned.

25% - Student Records and Advising Support

Manages advising schedules as needed. Provides students with preliminary information regarding their student record and academic status. Assists students in interpreting general procedures. Assists students in interpreting their academic records and in understanding how to file common petitions. Assists students with enrollment problems.
Screens requests and assists students in identifying more specific academic needs. Directs students to appropriate advising staff. Refers students to the Office of the Registrar, the Office or Admissions, the Financial Aid and Scholarship Office, and other appropriate resources.
Assists in the registration validation process.

25% - Mailroom Supervision

Oversees mailroom services to all students housed at the college(s) and an additional mailroom for college staff, including setting up and breaking down the mailrooms each summer and assigning and distributing mailbox numbers. Develops and maintains computerized mailing lists and an accurate database for use in the mailrooms.
Hires, trains, and supervises several part-time student mailroom workers.
Ensures compliance with US Postal Service policies. Attends campus mailroom supervisor meetings and provides the Senior Director with information relating to campus and US Postal Service policies.
Receives, sorts, and distributes US and campus mail to staff and faculty, including packages from private package companies, e.g. FED EX, UPS.
Receives all special and package deliveries for the college and ensures their prompt and accurate delivery.

REQUIRED QUALIFICATIONS

Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact, and integrity.
Demonstrated organizational skills with the ability to prioritize work and function independently under pressure of deadlines with frequent interruptions.
Strong communication and interpersonal skills to interact with flexibility, sensitivity, and respect in working with diverse groups of people.
Computer skills, including familiarity with Microsoft Word, Excel, PowerPoint, and Filemaker Pro.
Strong written and oral communication skills to disseminate information in a clear and concise manner.
Good record-keeping skills with attention to detail.
Ability to maintain tact, diplomacy, and patience while handling numerous inquiries on a wide variety of subjects; use good judgment in referring inquiries to other campus resources.
Ability to exercise discretion when dealing with confidential matters.
Ability to work well both independently and in a team environment.
Ability to follow detailed oral and written instructions.
Ability to learn and utilize new policy, work processes, and computer systems and applications; ability to take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.

PREFERRED QUALIFICATIONS

Knowledge of UCSC internal systems, such as CruzBuy, AIS and the Google Suite.

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 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.

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=61978&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.

Apply Now

College Assistant

University of California Santa Cruz

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