Agriculture Experiment Station (AES) and Center for Agroecology (CfA) Administrative Assistant

HOW TO APPLY

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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: 04-22-2024

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

This position will serve the UC Santa Cruz Agriculture Experiment Station (AES) and the UC Santa Cruz Center for Agroecology (CfA). The UCSC AES is a cross-campus initiative with a mission to lead in transformative and interdisciplinary research, development of innovative and ethical agricultural technologies, experiential education, agricultural extension, and public outreach. The AES work in organic farming and agroecology, conservation of natural resources, and coastal ecosystems supports our goal of achieving a sustainable environment, equitable and just food systems and societies, empowered local communities, and the well-being of people in California and beyond.

The Center for Agroecology is a research, education, and public service organization at UC Santa Cruz. The Center for Agroecology at the University of California, Santa Cruz (UCSC) maintains more than thirty acres of land for organic crop production, research, education and outreach. This land and associated facilities have been in operation for over 50 years and serve as the primary classroom for a diverse range of hands-on programming that spans academic, research and community programs. Our status as a Center within the Division of Social Sciences at UC Santa Cruz enables us to undertake projects in many disciplines in the pursuit of these goals, and to work with faculty, staff, and students from throughout the university. Beyond the campus we collaborate with non-governmental organizations (NGOs), growers, community members, visiting students and researchers, and state and federal agencies, including UC Cooperative Extension and the US Department of Agriculture. The Center's work includes both theoretical and applied research; academic education and practical training; and community outreach and public service for audiences ranging from local school children to international agencies.

The Center's mission is to advance agroecology and equitable food systems through experiential education, participatory research, agricultural extension and public service. UCSC is a Hispanic-serving institution with R1 research standing, one of only 25 campuses nationwide and it is imperative that the incumbent has the capacity to integrate diversity, equity and inclusion into all aspects of CfA work and programming.

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

JOB SUMMARY

Responsible for supporting AES and Center administrative operations including finance, information technology and administrative coordination. Under the general supervision of the Assistant Director of Finance, Planning and General Operations the incumbent will be responsible for day to day financial transactions and maintaining financial records, scheduling and coordinating meetings, and communicating both internally and externally about AES and Center activities.

APPOINTMENT INFORMATION

Budgeted Salary: $36.71 - $40.12 / 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
• Shift Includes: Day

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX - Clerical & Allied Services

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel: Never or Rarely

JOB DUTIES

60% - Program Administration and Communication

• Setting up, maintaining and coordinating communications with both internal and external stakeholders
• Maintaining and managing communication systems including digital and physical mail
• Corresponding with ANR staff about AES implementation and management on campus
• Coordinating with the Office of Research to support the application process for new AES faculty, AES Faculty seed grants, small grants for graduate students
• Supporting travel reimbursements for AES Dean, AES Executive Associate Dean, AES Faculty, UC Cooperative Specialists for AES-related travel
• Providing administrative support for Center and Divisional Staff including travel reimbursements, ordering business supplies, maintaining calendars, and processing paperwork
• Helping to coordinate with the Academic Personnel Office Agronomist Series appointments for AES faculty
• Creating FAQs for faculty reporting; AES faculty proposal development; AES collaborative grants; small grants for graduate students
• Supporting AES faculty research teams with purchases, reimbursements for supplies, hiring GSR, etc.
• Sending thank you letters, mailings, and other physical mail on behalf of the Center
• Responsible for answering the Center phone and returning voicemails
• Sorting and distributing mail and packages, submitting invoices to [email protected] as bills arrive
• Responsible for checking center inbox, directing emails to the correct place and responding to general inbox emails
• Coordinating timely submission of proposals and reports to ANR and USDA-NIFA for capacity projects submitted by AES faculty; sending reminders, checking reports for correct formatting

20% - Financial Management and Record Keeping

• Responsible for managing purchase order spreadsheets with AES and Center purchase orders, updating balances, requesting additional funds when needed, checking FOAPALs
• Generating and submitting financial and project reports to funders, campus and ANR partners, and others as directed
• Overseeing deposits, managing change funds and supporting financial transactions
• Maintaining record keeping systems for federal grant reports, financial records and other documents as assigned
• Maintaining a database with activities related to the AES on campus (e.g., faculty publications, research team grant proposals, AES Graduate awardee presentations and papers)

15% - Cross Divisional Coordination

• Coordinating meetings and events for Center and Divisional Staff including scheduling, travel accommodations, preparing documents, organizing logistics including food, event setup and tear down

5% - Organizational Support

• Participating in a range of Center for Agroecology and AES meetings

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Ability to use sound judgment in responding to issues and challenges.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to mulit-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Working knowledge of common computer applications specifically google suite
• Experience working with diverse populations including faculty and students.
• Proficiency in creating and maintaining organized and accessible electronic and paper filing systems, databases and other records, including on-line systems, and create new administrative systems as needed.
• Demonstrated ability to prioritize assignments, take initiative, multi-task, meet deadlines, respond to requests from multiple staff members while maintaining a high standard of accuracy and attention to detail.
• Ability to research, interpret, follow and apply a variety of policies and procedures; exercise good judgment, tact and diplomacy in handling sensitive and confidential information.

PREFERRED QUALIFICATIONS

• Familiarity with UCSC proprietary databases and information systems, policies and procedures.

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 safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• Ability to work a variable schedule including evenings and weekends.
• 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.

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