College Academic Manager

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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: 01-16-2024

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

All UC Santa Cruz undergraduate students, whether they live on campus or not, are affiliated with one of 10 residential colleges. Each college provides academic support, organizes student activities, and sponsors events that enhance the intellectual and social life of the campus in addition to housing students in small-scale residential communities. Every college community includes students with diverse backgrounds and academic goals.

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

JOB SUMMARY

The College Academic Manager is responsible for overseeing the administrative services of Kresge College and reports directly to the College Provost. Administrative services under the purview of this position include curriculum and program planning and development, budgetary financial oversight, faculty recruitment, review, and advancement, entertainment planning and payment, and student and faculty events. The incumbent analyzes and resolves problems, interprets policy, and exercises judgment within defined procedures and policies to determine appropriate action. The College Academic Manager also administers Academic Misconduct adjudication for the College, supervises College student staff as needed, and works with all levels of the University from upper administration to students and community members.

The incumbent uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues, administers a defined operational program, and analyzes and resolves operational problems of moderate scope.

APPOINTMENT INFORMATION

Budgeted Salary: $33.59 - $35.11/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

Job Code Classification: ADMIN OFCR 2 CX (004263) 

Travel: Never or Rarely

JOB DUTIES

25% - Curriculum Planning and Development
 

• Arranges faculty and college committee meetings, including identifying time and location, drafting agenda, distributing reminders and meeting materials, taking minutes, and arranging catering, if appropriate.
• Facilitates delivery of instruction for the College, working closely with the Provost, college advisors, unit heads, and program heads. Coordinates curricular plan for Provost and assists in resolving issues and conflicts. Serves as contact for college in curricular matters and works independently to resolve issues. Oversees the preparation of the quarterly schedule of classes and teaching assignments, comparing former schedules, projected enrollments, and available facilities.
• Enters class information into the Coursedog system and Curriculum Approval and Tracking system (CAT). Oversees and supports development for course approval for college-sponsored courses, including entering new courses in CAT. Collaborates across colleges, divisions, and departments to establish new courses.
• Keeps official College Records including evaluations and syllabi. Distributes, collects, and collates student evaluations of faculty and courses online using SETS (Student Experience of Teaching Surveys).
• Oversees the ongoing editing and updating of the college's pages in the yearly catalog relating to the college in general and the college courses.
• Processes Independent Study Petitions and monitors course enrollments. Utilizes Infoview to gather and assign course numbers for independent study courses. Monitors student coursework as needed.
• Works with Preceptor to oversee College core and enhancement course enrollment.
• Oversees co-curricular programs, such as Honors, Fellowship, Mentoring, Internship, Tutoring, and Other Programs.
• Coordinates lectures and special events for College courses, including media services, and guest lecturer coordination including lodging, travel, meals, and honoraria.

15% - Administration and College Planning and Program Support
 

• Coordinates communications for Provost, including calendaring, and general Provost's office email. Edits documents for correct grammar, punctuation, and spelling formats final copy to conform to campus standards.
• Utilizes the Academic Information System (AIS) to look up students' information as needed and in compliance with FERPA and other privacy and security policies.
• In the capacity as the official College Record Keeper, maintains office filing system, following campus policies on confidentiality, privacy, and records retention.
• Makes travel and conference arrangements for Provost, as needed.
• Provides support for the College Office.
• Coordinates College programs and initiatives, such as research, mentorship programs, academic initiatives, student teaching, outreach programs, and alumni initiatives. Creates new administrative procedures for such programs.
• Provides support to the Provost in the development of long-range and strategic plans for academic programs, human and financial resources, and facilities.
• Hires and supervises student staff. Creates schedule and provides training. Develops and administers projects for student staff to complete.

15% - Coordination of Academic and Staff Human Resources
 

• Prepares appointment files for the Provost's review and approval. Drafts appointment letters and prepares academic dossier for submission to the Divisional Academic HR office. Serves as liaison between the College, Undergraduate Education division (UE) or Social Sciences division, and Academic HR office of the relevant academic division.
• Prepares merit review files for the Provost's review and approval. Drafts review letters and prepares academic dossiers for submission to the Academic HR office. Supports the faculty through the process of merit and excellence reviews. Forms and administers committees as needed.
• Follows procedures to ensure fair hiring practices, including generating batch reports, interpreting guidelines, and advising the provost.
• Onboards new instructors and staff, including training on UCSC systems and orientation to the Colleges. Helps college faculty to access and utilize the Learning Management System, Canvas.

10% - Development, Public Information and Outreach
 

• Acts as project manager for college-specific Alumni and student events. Works with University Relations, the College Programs office, and other units as needed. Events include Giving Day, Alumni Weekend, and Family Day, among others.
• Oversees the college academic website. Creates new pages and content, performs ongoing maintenance, and develops new online processes.
• Designs publicity for academic classes and events, including creating posters, press releases, web pages, newsletters, and other publicity materials.
• Coordinates the preparation and submittal of correspondence or reports related to gifts, pledges, donor recognition, stewardship, and other activities.

10% - Financial Administration and Scholarship and Awards Management
 

• Creates and processes expenditures and reimbursements, entertainment, travel, honorarium, and equipment rental. Advises faculty and staff regarding policies and procedures as needed.
• Develops guidelines and processes for new scholarships and awards, coordinating with units across campus. Receives and oversees applications for college funding, including scholarships, awards, prizes, mentorships, and special project funds. Forms and administers decision committees.
• Tracks donor contributions and provides guidance on expenditures.
• Ensures appropriate purchasing and authorization for entertainment and meeting expenditures and compliance with campus and Undergraduate Education Division policies and procedures.
• Oversees the purchasing and selling of college merchandise.
• Requests purchase orders for programs, services, and materials using the campus Cruzbuy system. Makes online and off-campus purchases for the college.

10% - Administration of Academic Misconduct Adjudication
 

• Oversees the adjudication of the assigned caseload, including record keeping and arranging meetings. Applies principles of student development in the administration of student jurisprudence. Advises students and makes referrals to appropriate resources and agencies. Ensures due process, develops resolutions, records sanctions and completion of sanctions, and conducts follow-up as appropriate, facilitates communication between parties involved in hearings.
• Advises Provosts on UC hearing policies and procedures. Supports campus adjudicators as a subject matter expert. Interprets UC policies and procedures for hearing participants. Supports Provosts, and ensures compliance with timelines, guidelines, processes, policy, etc.

10% - Other functional areas and special projects
 

• Acts as administrator for college-specific programs:

Cowell: Project manager for Eloise Pickard Smith Gallery, Smith Society, Cowell Stevenson Collective, and Cowell Guest Suites

Stevenson: Coordination of 2-quarter core course ( Stevenson College 1 and College 2). Manager for Adlai E. Stevenson Library

Crown: Crown Alumni Council coordinator, Alumni Core Participation Program assistant, Science Fiction Award publication editor, Emeritus outreach and event coordinator, Social Fiction Conference planning and coordination

Merrill: Undergraduate Research Mentorship; Classroom Connection Program

College Nine and College Ten: Supervisor and administrator for Slug Stories, administrative support to (H)ACER Program.

Kresge: Provides administrative support to Media & Justice program, coordinates Garden Co-Op, helps with alumni outreach and fundraising for the endowment

Porter: Coordinates Pavel Machotka Chairs, Hitchcock Modern Poetry Fund (and committee), Foley-Mendelssohn Travel Scholarship, and Porter College Teaching Fellowships. Project manager for Porter Distinguished Visiting Artists & Lecturers.

Oakes: Oversees College Math Academy, Coordinates Science events, partners with Oakes service learning program, assists Community Studies (memorandum of understanding), editor for Oakes newsletter, helps with Writing Center hiring.

Rachel Carson: Oversees College Math Academy, administrator for Sustainability Studies minor.

• Other special projects as assigned by the College Provost.

5% - Facilities, Space and Equipment Coordination
 

• Coordinates space management of college-controlled spaces for academic use and schedules classes and events in coordination with the Office of the Registrar.
• Schedules and coordinates the use of the College Provost House for university and private events.
• Orders textbooks, desk copies, audio-visual equipment, supplies, films, and other materials required for college academic courses. Compiles and orders core reader.
• Assigns office space and equipment (e.g., computer, telephone) for core and non-core course instructors.
• Coordinates loan procedures and maintains college equipment, including laptops, projectors, and cameras.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Strong written communication skills.
• Ability to use sound judgment in responding to issues and concerns.
• Excellent attention to detail.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to take initiative and be proactive with workload and meet deadlines,
• Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.

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.
• Will be required to work all scheduled hours on-site.
• 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.
• 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.