IBSC Program Assistant

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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: 02-26-2024

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

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society. Its diverse curricula facilitates creative thinking and prepares students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

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

JOB SUMMARY

The University of California Santa Cruz is seeking an enthusiastic Program Coordinator to support our leadership team in administering biomedical science training programs. These training programs support stem cell scientists developing novel approaches to combat aging, cancer, neurodegeneration, endometriosis and cardiovascular disease.  

The Institute for the Biology of Stem Cells (IBSC) Program Coordinator will work as part of a team of researchers and educators to administer extramurally-funded training programs for undergraduate, pre- and post-doctoral training programs in the biomedical sciences. Currently, several multi-year training programs fall under this umbrella. All of our programs emphasize the benefits of fostering a diverse, equitable, and inclusive environment. A main role of the Program Coordinator will be to work with faculty members and a program director to coordinate overlapping program requirements and shared program activities on campus and in collaborations with other universities.

We value organizational effectiveness, attention to detail, independence and a positive attitude. We offer a dynamic and exciting work atmosphere, a flexible schedule, career development and growth opportunities, and evolving responsibilities in an ambitious and collegial research and training environment.

The position will be administered by the Institute for the Biology of Stem Cells (IBSC) at UCSC. The IBSC is a multi-division institute that supports all stem cell-related research, training, and activities on campus.  Our training programs span eight departments ranging from Bioengineering and Applied Math, to Molecular, Cell, and Developmental Biology, Chemistry, and Microbiology, and to members of UCSC's Science and Justice Research Center. The IBSC leadership and many of its research laboratories and core facilities are housed in the Biomedical Sciences building at the center of Science Hill.

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

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $32.04/hour.  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 Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

75% - General Administration

• Assist with the following tasks for our 7 current training programs and potential future initiatives:
• Assist in program application cycles, including:
  • Advertise all program opportunities and application deadlines with appropriate lead times (IBSC website, group emails, Twitter, LinkedIn).
  • Communicate with applicants confirming receipt of all material / requesting missing documents.
  • Collect and sort all program applications, establish spreadsheets, and assemble materials for review by program leadership or outside selection committees.
  • Schedule program interviews and interactions.
  • Communicate results and specific details to applicants.
• Assist in year-round program organization, including:
  • Facilitate regularly occurring program events (annual program kick-offs, career-building events, annual Research Review Day, etc.).
  • Monitor compliance with training program requirements (feedback forms, workshop/stem cell club attendance, patient advocacy and science outreach activities etc.). Keep track of all responses in spreadsheets and alert program leadership of potential action items.
  • Distribute annual program evaluation forms and enter data on spreadsheets for feedback analysis.
  • Record trainee achievements for program renewal applications (publications, presentations, successful job applications).
• Assist in program administration, including:
  • Monitor program email account and answer routine program questions (or forward to program leadership).
  • Schedule events and organize catering (external program review committees, program leadership meetings).
  • Update program website (latest application deadlines, mentors for each of the programs, updates on program cohorts, photos of participants, events, etc.)
  • Assemble and format quarterly newsletters (scan pubmed and lab websites for new publications, format written contributions and images for email release in imodules), update distribution lists.

25% - Other

• Assist with the assembly of relevant information for training program renewal (characteristics of all applicants, of successful applicants, achievements by all program participants, complete (National Institute of Health (NIH) tables with former trainees by new faculty in our NIH-funded programs and the equivalent for other programs).
• Communicate with faculty about relevant, lab-specific information.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Related administrative experience, including knowledge of office procedures and standard office equipment.
• Experience using standard computing tools including Microsoft Suite, Google Suite, administrative databases.
• Experience establishing and maintaining effective work systems and records.
• Interpersonal skills and customer service orientation. Diplomacy to independently initiate and maintain good working relationships with colleagues and other units and programs at all levels of the university organization, including administrators, academics, managers, staff, students, and external constituents.
• Initiative to complete assigned tasks and to independently undertake new projects and follow them through to completion.
• Organizational skills sufficient to prioritize work, and function independently under pressure of competing deadlines.
• Problem-solving skills to effectively analyze and solve multi-faceted problems within an administrative context.
• English writing skills, including correct spelling, grammar, and punctuation, sufficient to compose clear, accurate email announcements following an established template; to maintain cogent web content that adheres to the campus and internal style guidelines; and to edit correspondence on behalf of senior management.
• Math skills sufficient to process reimbursements, honoraria, and other payments.
• Flexibility and willingness to undertake special projects or have work assignment priorities changes.
• Ability to exercise good judgment and discretion in handling sensitive and confidential information.
• Experience with event planning and execution, including working with internal and external vendors, hosts, attendees.
• Knowledge of or interest in stem cells and/or other biomedical research areas would likely enhance personal job satisfaction.

PREFERRED QUALIFICATIONS

• Bachelor's degree or equivalent work experience/training.
• Experience working in an administrative context in an academic research environment.
• Experience with grant support for academic or small business entities.
• Experience with the structure and goals of graduate and/or postdoctoral training programs in the biological sciences and/or engineering.
• Experience with the structure and function of NIH and other organizations that fund biomedical-related research and training.

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 all scheduled hours on-site.
• 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.