Site Services Coordinator - SILICON VALLEY

Details

Posted: 10-Feb-24

Location: Santa Clara, California

Salary: Open

Categories:

Facilities//Maintenance/Trades
Staff/Administrative

Internal Number: 5009111

Site Services Coordinator - SILICON VALLEY

Location: Silicon Valley
Job ID: 54088
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 include:
* Medical / Dental / Vision Insurance Plans
* UC Retirement Plans
* Life Insurance / Legal Insurance / Discounted Pet Insurance
* 14 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 Management?
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 Facilities and Operations Manager, 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, respond to email inquiries, prepare classrooms for courses and events, schedule conference rooms and event spaces and work collaboratively with other departments throughout the organization to accomplish tasks that ensure excellent customer service. Note: This is a fully on-site position.
Extension is an equity-minded organization that represents the full diversity of the University of California and demonstrates a sensitivity to and understands 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.
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 Talent Acquisition website.

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

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. The supervisor of this position can clarify how this policy applies to the selected candidate(s) upon selection for a job offer.
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. 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: 06-21-2023
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
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 Manager 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: $26.69 - $27.92 / Hourly. 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: Mon-Fri, 10:00 am - 7:00 pm OR Tues-Sat, 8:30 am - 5:30 pm
• Shift Includes: Days, Evenings, Weekends

Employee Classification: Career appointment
Job End Date: None
Work Location: Silicon Valley
Union Representation: CX - Clerical & Allied Services
Job Code Classification: 004722 (BLANK AST 3)
Travel: Up to 25% of the time
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, NLP, Gaming Programs, SV Link, and SCOUT 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; classroom set-up support when a second person is needed to move furniture and when staff is on vacation or other absences.
• Provide program information for Gaming, NLP, Engineering, and other UC 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. 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 Manager.

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, 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.
• Act as UC Extension and Scout Ergonomics Specialist, providing assessment and purchase of ergonomic furniture and equipment, submitting ergonomic documentation to UCSC.

25% - Administration

• 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; enter data into UCSC Extension's Information Repository HubSpot and create a feedback loop.
• 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.
• 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.
• Responsible for cell phone acquisitions and billing.
• Manage USPS (sort and route incoming US mail) mail station meter and maintain service and supplies, replenish funds.
• Manage copy machine acquisitions, leases, maintenance, and supply inventory.
• Attend staff training and other meetings in accordance with UNEX guidelines.
• 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; amid frequent interruptions and manage follow-up.
• 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 with resetting password accounts, and troubleshooting basic online technical issues such as but not limited to, logging into the Canvas learning management system, student portal, or enrollment issues, responding to interactive live chats via a Live ChatBot feature on the UCSC Extension website.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• 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.
• Effective listening skills sufficient to resolve communication problems.
• Skills sufficient to successfully oversee an office with the ability to make sound judgments and decisions.
• 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.
• Ability to adhere to strict confidentiality requirements pertaining to sensitive data.
• 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.
• Knowledge and experience in setting up and connecting audio-visual equipment.
• 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.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• 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.
• Will be required to work all scheduled hours on-site.
• Ability to work a flexible schedule to meet the needs of the classroom facility including evenings, weekends.
• Ability to work occasional evenings and weekends as directed.
• Ability to occasionally work overtime with little or no advance notice.
• Vacations will be restricted during peak periods.
• 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..

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=54088&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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About University of California Santa Cruz
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