GI Executive Assistant

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION. 
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

This is a 40% time, 2 year contract with the possibility to extend.

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. 

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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: 02-19-2024

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

The Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master’s programs with deep connections to this world renowned hub for research and innovation.

The Genomics Institute (GI), an Organized Research Unit located within the Baskin School of Engineering, with faculty from several divisions on campus, leads UC Santa Cruz's efforts to unlock the world's genomic data and accelerate breakthroughs in health and evolutionary biology. With the theme of Genomics for Everybody, GI platforms, technologies, and researchers unite global communities to create and deploy data-driven, life-saving treatments and innovative environmental and conservation efforts, while addressing the most fundamental societal and policy questions. The Genomics Institute is committed to broadening participation in this endeavor, and bringing the benefits of genomics to the widest range of world populations and ecosystems.

The Genomics Institute operating budget is currently ~$31M per year, comprising ~$26M in sponsored funds from federal, state and private sources and ~4.7M in in gifts and institutional funding, and is on a trajectory of increasing activity, partnerships and extramural funding.

More information about the Genomics Institute can be found at: https://ucscgenomics.soe.ucsc.edu

More information about Baskin Engineering can be found at: https://engineering.ucsc.edu

We champion new ideas, foster collaboration, and uphold the UCSC Principles of Community .

JOB SUMMARY

This position is a key part of an active administrative office supporting a senior executive and the scientific efforts of faculty of the UCSC Genomics Institute and its related projects and organizations, such as the UCSC Genome Browser, the Computational Genomics Laboratory and Platform, the Human Cell Atlas, the Braingeneers, and the Treehouse Childhood Cancer Initiative. This position ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. This position also supports the operations of the Genomics Institute which involves approximately 30 affiliated faculty, over 100 staff and researchers, as well as postdoctoral scholars and students participating in research projects supported on sponsored funds from the federal and state governments, private gifts, and foundations.

APPOINTMENT INFORMATION

Budgeted Salary: Salary is proportionate to time worked.
$79,764/year or $6,647/month (full time equivalent)
$6,647/month @ 40% = $2,658.80/month
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: No benefits

Schedule Information:

• Part-time, Fixed
• Percentage of Time: 40%, 16 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Contract appointment 

Job End Date: 2 years from hire date, with possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007384 (EXEC AST 3)

Travel: Never or Rarely

JOB DUTIES

60% - ADMINISTRATIVE

• Oversees and ensures daily administrative operations for the GI Executive Team and Director of Finance at BE, including the development, compilation and maintenance of meeting agendas, calendars, correspondence, briefings and informational materials.
• Researches, analyzes, compiles and coordinates necessary back-up and detailed briefing materials to support the GI Executive Team and Director of Finance at BE, daily activities, including pertinent facts, data, and other background information as necessary for meetings, reports, agendas and presentations.
• Oversees coordination of both travel and meeting arrangements and processes financial documentation to expedite purchasing, direct payments, and travel reimbursements for the GI Executive Team and Director of Finance at BE as needed in a timely manner.
• Liaises with other Genomics Institute teams, staff, and divisional leadership regarding processes, meetings and events (as needed).
• Regularly interfaces with Deans' executive assistants, and executive level assistants regarding Genomics Institute meetings and events.
• Processes pre-requisitions, purchase orders, and Pro-card purchases as appropriate to transact business on behalf of the Genomics Institute. Verifies fund source and activity code information.

20% - COMMUNICATIONS

• Responds to inquiries from faculty, staff, students and the public on behalf of the GI Executive Team and Director of Finance at BE as needed regarding organization operations, policies and procedures.
• Briefs senior management staff on deadlines and the status of pending issues.
• Prepares responses to unit requests on behalf of the GI Executive Team and Director of Finance at BE as needed
• Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.

20% - EVENT COORDINATION

• Manages and coordinates GI-hosted meetings, conferences, workshops, collaborative meetings on behalf of the executive team and other events in conjunction with other administrative or research leads.
• Meets with event hosts about event needs and offers suggestions to ensure their requests can be met. In partnership with Baskin Engineering community engagement and events team, coordinate individual responsibilities to ensure events are executed efficiently and professionally.
• Consults with management to ensure adequate staff members are rostered for duty.
• Oversees event logistics, including but not limited to securing venues; providing A/V resources; coordinating meals/refreshments and travel/reimbursements for visitors; negotiating the type and costs of services to be provided, in line with a budget; developing meeting materials, web sites and registration processes; administering event budgets; and ensuring event cleanup.
• Ensures the program of events occurs on time.
• Finds solutions to any problems that arise concerning services provided and advise senior management on matters requiring their attention, then implements their decisions; follow up with event hosts and related parties to arrange payment and, after the event, evaluates the service provided.
• Collects and analyzes data on events undertaken, and report on event outcomes.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Experience scheduling and managing calendar.
• Thorough knowledge of computer application programs such as Google suite, MS Office Suite, Adobe, web programs.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as external constituencies.
• Strong customer service orientation.
• Strong verbal communication skills with the ability to effectively listen and communicate with all levels of staff, faculty, alumni / donors, students and external constituencies.
• Writing and proofreading skills sufficient to draft professional correspondence.
• Ability to multi-task efficiently with demanding timeframes and deadlines.
• Ability to use high-level discretion and maintain confidentiality.
• Solid skills in problem identification as well as analytical and problem-solving skills.
• Ability to understand the organization's processes, protocols and procedures.

PREFERRED QUALIFICATIONS

• Experience in higher ed.
• Familiarity with the organization's processes, protocols and procedures.
• Experience in executive-level office.
• Experience in managing high volume of communications and scheduling.

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.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule including evenings and weekends.
• 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 maintain appearance and conduct suitable for working in a professional setting.
• 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.