Office Manager

NOTIFICATIONS

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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: 10-04-2023

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 Student Development and Engagement/Dean of Students (SDE/DOS) unit is one of three major units within the Division of Student Affairs and Success. SDE/DOS provides a range of programs, services, resources and experiences for all students with a focus on community engagement, leadership, basic needs, and a sense of belonging. Equity and social justice are at the core of the unit's approach to working with students and cultivating a vibrant, healthy and welcoming campus community.

The Division of Student Affairs and Success (DSAS), consists of nearly 250 team members spanning 21 departments and 3 major units, each led by an Associate Vice Chancellor. DSAS provides campus-wide coordination and leadership for student success programs, activities, and initiatives through a range of resource centers dedicated to providing direct student support. The Division's work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. DSAS aspires to ensure every student feels welcomed, supported, and a sense of belonging during their time on campus. The Division's efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, DSAS is involved in numerous professional organizations and highly engaged in the local community.

JOB SUMMARY

Under the general direction and supervision of the Executive Adviser, the Office Manager (OM) applies organizational theories, policies, and procedures to oversee the administrative operations of the Dean of Students Office. This includes supervision of the Dean of Students Office Front Desk. Additionally, the OM provides support for programs/processes housed in or associated with the Dean of Students Office, including (but not limited to) Slug Support, Basic Needs Programs, Student Conduct & Community Standards, Hate-Bias Response Team, student grievances, and the Behavioral Intervention Team (students of concern/students in distress). The Office Manager position requires the ability to work independently, exercise good judgment with regard to highly sensitive/ confidential information, and respond to complex and dynamic situations that the Dean of Students Office responds to or facilitates. The incumbent utilizes high-level administrative and interpersonal skills, employing a high level of cultural fluency/commitment to equity and political acumen to work with a diverse group of students, families, staff, and faculty.

APPOINTMENT INFORMATION

Budgeted Salary: $31.42 - $34.34 / 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: 2 years after date of hire, with possibility of extension

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

70% - Administrative Operations

• Plans, administers, and manages the daily operational activities of the Dean of Students Office, including front desk/lobby operations, and leveraging technologies in a hybrid work setting. Develops and implements procedures and protocols in a complex and dynamic office/campus environment.
• Manages processes and protocols related to mail distribution, guest parking permits, copier program, storage space, scheduling, and logistics for the Hahn Conference room, student wellness rooms, and building lactation room.
• Serves as a first point of contact for students who seek services from the Dean of Students Office or who may need wayfinding to other campus resources.
• Responds directly, drafts responses, and/or coordinates responses to sensitive/urgent inquiries from students, families, staff, faculty, and other community members; makes referrals as needed to other offices and resources.
• Utilizing best practices in conflict resolution, ee-escalates difficult interactions in person, over the phone, or virtually, and elevates as needed to the attention of the Executive Adviser or office leadership.
• Assess and oversee processes that ensure the office is a welcoming environment that is properly maintained and kept in neat and orderly condition.
• Oversees all front desk operations including hiring, and training student staff; scheduling student staff and approving their timesheets; developing and managing calendaring systems to assess work-flow; planning and implementation of processes and protocols; and maintaining systems to manage work assignments, performance, and workloads; and stays current on student employment policies (including, but not limited to work/non-work study, on-the-job travel, interim covid protocols, etc.).
• Acts as backup to student staff for front desk coverage as needed.
• Performs studies for resource plans, including approaches, trends, sources, and uses.
• Monitors office supplies/office supplies budget and assumes primary responsibility for inventory and ordering, as well as recommends adjustments to supplies as needed.
• Develops and implements procedures for supply inventory such as office equipment, initiates IT tickets/work orders as needed, serves as the primary point of contact regarding facility vendor contracts/purchase orders, and conducts regular vendor services needs assessment.
• Develops and implements protocols for University-issued staff supplies including technology, office keys, and furniture, and assists with purchasing supplies and distribution/collection during on/offboarding of staff.
• Collects, maintains, and distributes Dean of Students Office contact lists, Google Calendars, and Google Documents.
• Designs and drafts content for the Dean of Students website as needed to provide current information about operations.
• Manages onboarding and offboarding process for employees in the Dean of Students Office.
• Serves as Departmental Ergonomic Assessor (DEA) through the ErgoCruz program.

20% - Facilities & Emergency Coordination

• Acts as the designated Facilities Coordinator for the Dean of Students Office.
• Serves as primary contact for facilities-related issues and concerns specific to the office, works collaboratively with necessary staff and campus partners to coordinate maintenance projects, office moves, and other facilities processes, and communicates unit-related facilities updates to the team.
• Acts as designated unit Business Continuity Coordinator (BCC) developing, maintaining, & implementing the DOS Office UC Ready business continuity plan and emergency response processes and protocols, including being the designated Emergency Planner for the Emergency Action Plan (EAP); coordinates training for unit staff, and provides direction during critical incidents.
• Supports Hahn Building/Facilities Coordinator by performing
• AED and building-wide monthly fire extinguisher checks.
• Collaborates with Alarm Shop and UCPD on annual assessment, testing, and assignment review of duress alarms.

10% - Project Support/Other Duties as Assigned

• Plans, implements, and/or supports the implementation of staff events such as professional development sessions, staff meetings, celebrations, etc.
• Serves as backup scheduler for the Associate Vice Chancellor & Dean of Students.
• Processes travel and ProCard reconciliations.
• Researches and analyzes policies, programs, and issues as applicable to office operations and special projects.
• As needed, coordinates new short- and long-term programs and innovative initiatives for the Dean of Students Office and provides functional supervision to student employees who support these programs.
• Performs ad hoc duties as assigned in support of the mission of the Dean of Students Office and the campus.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Ability to use sound judgment in responding to sensitive, complex, and confidential issues and concerns.
• Excellent verbal and written communication and interpersonal skills including demonstrated experience in handling difficult conversations with tact and diplomacy, interacting with people from diverse backgrounds in a consistently professional, positive, high energy and effective manner, and maintaining poise and composure in potentially stressful situations.
• Ability to uphold the UCSC nondiscrimination policy and conduct their work with a high level of cultural fluency, and ability to connect with and support campus stakeholders who hold multiple and intersecting identities including (but not limited to) race, ethnicity, religion, gender/gender identity/gender expression, disability, age, sexual orientation, and documented status.
• Strong organizational skills and ability to multi-task with demanding timeframes.
• Knowledge of a variety of administrative operational activities such as event planning, risk management planning, website design, accounting.
• Demonstrated experience hiring, training, scheduling, and supervising staff.
• Demonstrated experience assessing, implementing, and maintaining processes and protocols for successful office operations.
• Solid knowledge of common organization-specific and other computer application programs (including but not limited to Google App suite, Microsoft Office suite, database systems, etc.)
• Experience with business continuity coordination and emergency planning.
• Ability to take initiative and work independently in a goal oriented, team based environment.
• A high degree of organization.
• Reliability and the ability to work a set schedule.

PREFERRED QUALIFICATIONS

• Experience working in an institution of higher education.
• Familiarity with UCSC policies and procedures.
• Ability to speak, read, and write in both English and at least one additional language such as Spanish, Mandarin Chinese, Tagalog, Arabic, or other.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Will be required to work all scheduled hours on-site.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.