Site Services Coordinator

Location:
Job ID: 77104

JOB POSTING

Our campus is located in Santa Clara, CA, the Heart of Silicon Valley. We like to say that it's here where the next generation of innovation is born.

Benefits to working at UC Santa Cruz SILICON VALLEY campus includes:

• Medical / Dental / Vision Insurance Plans
• UC Retirement Plans
• Life Insurance / Legal Insurance / Discounted Pet Insurance
• Paid Holidays Plus Accrued Vacation & Sick Leave
• Employee Discount Programs and much more...

Do YOU have a track record of:

• Providing excellent customer service, with attention to promptness and accuracy?
• Using Google Suite and Microsoft Office in a fast-paced environment?
• Office coordination?

If you answered "YES" or "ABSOLUTELY YES" to the questions above, the Site Services Coordinator may be the job for you.

This position is a part of the Front Office Team located at 3175 Bowers Ave., Santa Clara, CA. Under general supervision of the Building Operations Supervisor, the incumbent provides reception service to students, instructors and staff. Functions include, but are not limited to: greet and assisting customers in-person and by phone, responding to email inquiries, prepare classrooms for courses and events, scheduling conference rooms and event spaces and working collaboratively with other departments throughout the organization to accomplish tasks that ensure excellent customer service. Note: This is a fully on-site position.

UCSC Silicon Valley combines the academic excellence of the University of California with the expertise of seasoned practitioners. This collaboration provides advanced professional training that addresses the real-world needs of people who work and live in Silicon Valley and beyond.

Live in Silicon Valley and work for the University of California Santa Cruz! Join our team!

You're still here; it's time to check out this job description and apply.

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 website.

• How to Apply
• Troubleshooting
• Tips for Applicants
• FAQ's

INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 04-09-2025


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

The UCSC Silicon Valley Campus is a teaching and research hub that is home to Silicon Valley Extension's professional continuing education programs, Baskin School of Engineering's graduate programs, UC Scout, and Smarter Balanced. In addition to classrooms and administrative and faculty research offices, the Silicon Valley Campus also houses a large Event Space utilized by campus units, government and community partners, and other organizations in Silicon Valley.

The Building Operations Team plays an important role in maintaining the building facilities, shipping needs, and event-related assemblies for the UCSC Extension Silicon Valley Campus. Located at 3175 Bowers Ave., Santa Clara, CA, this team provides facility services and support to staff, faculty, students, and guests of the Silicon Valley Campus, which houses the following organizations: UCSC Extension, Baskin Engineering, UC Scout and Smarter Balanced. The Building Operations Team is responsible for a safely-maintained facility to be working order at all times.

Extension is an equity-minded organization that represents the full diversity of the University of California and demonstrates sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community; UCSC Extension Silicon Valley combines the academic excellence of the University of California with the expertise of seasoned practitioners. This collaboration provides advanced professional training that addresses the real-world needs of people who work and live in Silicon Valley and beyond.

More information can be found at https://www.ucsc-extension.edu/

JOB SUMMARY

Under the supervision of the Building Operations Supervisor and working with a high degree of independence and responsibility, the Site Services Coordinator is responsible for day-to-day operations at the facility and maintaining a high level of customer service. The Site Services Coordinator is responsible for classroom and event scheduling and providing lobby desk coverage for part of the shift.

APPOINTMENT INFORMATION

Budgeted Salary: $29.79 - $31.19/hour. 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:
  • Position 1: Mon-Fri, with occasional weekends and evenings as needed
  • Position 2: Tues-Sat, with occasional Mondays and evenings as needed
• Shift Includes: Day, Evenings, Weekend

Employee Classification: Career appointment

Job End Date: None

Work Location: Silicon Valley (Santa Clara, CA)

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

30% - Facility Support/Coordination

• Ensure the facility entryway, student lounge, and lobby sitting area are clean, neat, and fully stocked throughout the day and present a comfortable environment for students, instructors, and guests, make coffee, and deal with emergencies.
• Oversee classroom and conference scheduling for University Extension, Baskin School of Engineering Programs, UC SCOUT, UCSC and other partners using the current room scheduling database. Update database information software, as needed.
• Coordinate with the programming departments to provide classroom equipment and supplies, and identify/correct scheduling conflicts.
• Provide access to office space and classrooms as needed. Responsible for securing/locking rooms used earlier in the day; support classroom set-up when a second person is needed to move furniture and when staff is on vacation or other absences.
• Provide contact information for the UCSC Baskin Engineering, Extension, and UC Scout programs held at the Silicon Valley Campus.
• Responsible for lost and found, oversight of staff and vendor key checkout system, and receiving materials and maintaining a log of items received/picked up from reception.
• Coordinate/assist with building improvement projects, space layouts, office furniture reconfigurations, and purchasing.
• May act in a lead role and generate room rental contracts in the absence of the Operations Manager/Supervisor.
• Operate a copy machine. May have to provide the supervisor with a monthly report of copies made by each department.
• Maintain up-to-date job and event postings on bulletin boards.
• Perform ad hoc duties and projects as assigned by the Operations Supervisor.

20% - Health and Safety

• Serve as a member of the Emergency Response Team (ERT). Participate in AED, CPR, and other health and safety training; follow security regulations to ensure the protection and safety of University staff, students, and property; with assistance from on-site security, ensure students and other visitors are safely out of the facility at the end of the evening.
• Responsible for the overall security and safety of the classroom and administrative facility; stock first-aid supplies; handle health and safety issues for students, staff, and visitors. Act as a contact for facility emergencies; may be responsible for seeking emergency personnel, and adhering to operational security procedures.
• Comply with the Americans with Disabilities Act (ADA) and all state and University environmental health and safety policies and procedures.
• Report hygiene issues, malfunctioning equipment etc in the common areas of the building such as restrooms, break rooms etc. to the responsible team and the Building Operations Supervisor.

25% - Administration

• Perform general office tasks for a full range of office and systems support including creation of documents using Word and spreadsheets using Excel, entering data and generating reports using computer and online systems, and use of email and voicemail for daily communication.
• Create and maintain signage for classroom doors and front lobby directory. May assist in updating HubSpot.
• Assist the Student Success team by ensuring transcript requests, concurrent enrollment forms, and other documents turned in to reception comply with UCSC Extension guidelines and procedures.
• Serve as primary CruzBuy user and purchasing agent for the Operations department. Prepare yearly purchase orders for a variety of facility-related services
• Purchase office supplies for staff and classrooms, recharging departments as needed.
• Manage USPS (sort and route incoming US mail) mail station meter and maintain service and supplies, replenish funds.
• Attend staff training and other meetings in accordance with UCSC and UNEX guidelines.
• May create building access cards for new staff, take pictures, and apply appropriate access permissions.
• Provide clerical support for the Operations department; Ad hoc duties as assigned.

25% - Customer Service

• Function as the first point of contact (including but not limited to on-site/in-person, phone, and digital contact) for students, staff, instructors, several outside vendors, contractors, and suppliers regarding facility requirements.
• Provide strong customer service, utilizing pleasant and professional telephone etiquette while operating a multi-line telephone system in order to receive and route phone calls. Provide reception desk demeanor, and communicate information clearly, concisely, and accurately.
• Respond to a variety of questions and refer more specific or technical questions to the appropriate individual, department, or escalated problems to supervisor as needed, exercising a thorough understanding of the organization, mission, and administrative procedures.
• Provide general information (utilizing UCSC Extension's internal information system) about inquiries regarding programs, courses and events, enrollment policies, fees, refunds, grades, and transcripts.
• Assist students by connecting to the necessary team to resolve any issues related to logging into the Student portal or learning management system.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Experience using Microsoft Word and Excel and related software; ability to create basic spreadsheets. Knowledge of or experience working with a PC and standard business software.
• Experience in setting up and connecting audio-visual equipment.
• Effective listening skills sufficient to resolve communication problems.
• Skills sufficient to successfully oversee an office with the ability to make sound judgments and decisions.
• Strong customer service skills (high volume, busy work environment), including pleasant and professional telephone (ability to use and operate a multi-line telephone system) and reception desk manner, with the ability to communicate information clearly, concisely, and accurately.
• Interpersonal and communication skills sufficient to interact effectively and sensitively with diverse groups of individuals and to resolve conflicts with tact and sensitivity.
• Excellent organizational skills sufficient to establish priorities and complete assignments within a timely manner and with strict attention to detail.
• Ability to adhere to strict confidentiality requirements pertaining to sensitive data.
• Demonstrated ability to work effectively independent and as part of a team.
• Ability to work under the pressure of deadlines with frequent interruptions.

PREFERRED QUALIFICATIONS

• Demonstrated leadership skills.
• Experience working in a higher education or continuing education setting.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work a variable schedule including evenings and weekends.
• Ability to work occasional evenings and weekends as directed.
• Ability to occasionally work overtime with little or no advance notice.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Ability to move materials weighing up to 50lbs. with or without accommodation.
• Ability to become familiar with and comply with specific and detailed safety procedures.
• Ability to work a flexible schedule to meet the needs of the classroom facility including evenings, weekends. Vacations will be restricted during peak periods.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
• 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.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

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.

NOTICE OF AVAILABILITY
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://compliance.ucsc.edu/campus-safety-compliance/annual-reports/.This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination


APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psc/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=77104&PostingSeq=1&SiteId=11&languageCd=ENG&FOCUS=Applicant

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.

jeid-b885f2ccf5b0e44ca2b3e0309cf34000