UC Scout Liaison and Project Specialist

Location: Remote
Job ID: 47572

JOB POSTING

This position works remotely requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.

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: 01-30-2023

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

Scout, from University of California, is an online education program that is available for middle and high school students, teachers, schools and school districts. UC Scout offers "A-G" approved college preparatory and College Board-approved Advanced Placement courses online.

UC Scout's mission is to support educationally disadvantaged students across California, raise student achievement levels and close achievement gaps.

The incumbent reports to the Executive Director who oversees the UC Scout team. UC Scout consists of roughly three dozen full-time employees and another three-dozen part-time employees.

The UC Scout team is a remote team that holds occasional meetings on location from its home location in Santa Clara, CA. UC Scout is a branch of UC Santa Cruz and UCSC Silicon Valley Extension.

More information can be found here: https://ucscout.org

JOB SUMMARY

The Executive Assistant is a highly organized individual tasked with administrative tasks associated with the organization. This includes overseeing and organizing shared files, generating and storing contracts, overseeing general organization-wide policies and oversight, and general HR questions and guidance that hasn't been elevated to Staff HR team. The Executive Assistant provides staffing support for the Scout team, serving as a guide to managers, helping to create and update job descriptions, and serving on hiring committees to narrow down candidate lists. The Executive Assistant supports onboarding, and off-boarding staff. Additionally, the Executive Assistant directly supports the executive director with communications, scheduling, note taking during meetings, travel planning, event planning and coordination, travel reimbursements and other duties.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $70,000 - $99,200 / 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: Remote

Union Representation: Non-Represented

Job Code Classification: 007384 (EXEC AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Administrative Operations

• Manages, plans and administers a range of administrative operations for UC Scout program. Oversees UC Scout-wide Confluence pages and organization to define Scout policies and business practices. Works with leadership team to organize pages. Works as content creator on Confluence. Maintains staff contact info, working hours and org chart. Maintains organizational-wide calendars, all staff calendars including time out of the office and advises employees on best practices.

10% - Staffing Support

• Supports supervisors and managers with staffing and recruitments, guiding them through the process. This includes helping to create job descriptions, serving on hiring committees, a first pass reviews of candidates, creating positional control requests and general help with necessary recruitment paperwork and guidance.

10% - HR Support

• Conduit for minor HR questions and serves as go-to resource for information related to staff HR questions.

5% - Onboarding and Off-Boarding

• Supports managers with onboarding and off boarding employees. Makes sure employees have necessary office equipment including computer, phone, and that these items are returned. Tracks spreadsheet of equipment. Oversees internship program including communicating policies, tracking hours, workloads, and onboard/off-boarding.

5% - Contracts

• Generates contracts for part-time academic appointments and other misc agreements. Oversees signing process and stores and organizes agreements.

5% - File Retention

• Downloads and maintains signed agreements from Executive Director and finance team. Retrains records according to UC standards.

5% - Professional Development

• Oversees professional development process, conference attendance and professional learning for staff. Oversees and tracks budget related to these expenses.

5% - Meeting Coordination

• Sets up meetings and researches attendees and events. Moderates and controls agenda for large group meetings. Keeps notes and follows up with individuals as needed.

5% - Executive Support

• Supports Executive Director with communications, scheduling, travel, reimbursements. Miscellaneously supports management team. Drafts communications. Reviews, edits and copy edits communications.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities, including contracts regulations and guidelines. Highly organized.
• Solid knowledge of common computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of human resources policies and procedures for staff and academic employees.
• Strong attention to detail.
• Strong written communication skills.

PREFERRED QUALIFICATIONS

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Solid knowledge of common University-specific computer application programs.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to travel within a defined regional or service area.
• Ability to travel nationally.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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=47572&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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