Program Manager

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 hybrid position.

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: 03-18-2024

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

JOB SUMMARY

Under the general supervision of the Director of Department Operations, the incumbent provides administrative support for the chairs and faculty of the department, as well as other Engineering school faculty.  The incumbent provides primary support, leadership, and is the first point of contact for the faculty and chair; participates in long/short term curriculum planning; budget planning and implementation; financial oversight and reporting; procurement services; academic recruitment and personnel actions; staff recruitment and training; other general support. Provides administrative analysis on matters having an operational and/or financial impact on the departments, using knowledge of university administrative organization, policies, procedures, and practices. Advises, orients, and trains new academic hires on university administrative organization and policies. Assists with training other office staff as determined by the needs of the unit.  

Each Department Manager within Baskin Engineering (BE) will oversee all aspects related to department management, operations, and personnel.

Note: it may be necessary to adjust an assignment to maintain balanced workloads/equity among Department Managers within Baskin Engineering.

APPOINTMENT INFORMATION

Budgeted Salary: $89,350 - $99,948/year.  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: Non-Represented

Job Code Classification: 007377 (ADMIN OFCR 3)

Travel: Never or Rarely

JOB DUTIES

45% - Department Administration

• Serve as a key point of contact and resource for the Department, or Programs being served, for all administrative needs, operational policies and procedures. Work with the Director of Department Operations and Chair/Program Chair to define and implement long/short range goals and objectives in accordance with the departments'/programs' academic planning.
• Provide advanced analysis, coordination, and evaluation to develop problem-solving alternatives and innovative solutions for a full range of administrative issues related to teaching, research, and public service.
• Collect, analyze, organize, and convey information/data, including writing reports and maintaining records.
• Serve as a primary departmental resource to faculty and staff, on all matters related to the academic program, including operational policies and procedures; provide daily support, and respond to queries.
• Coordinate long/short term budget planning and implementation including: management of all general office business, fiscal and budgetary issues; procurement services; academic recruitment; graduate student affairs; facilities management; environmental health and safety issues.
• Provide administrative analysis on matters having a financial impact on the department using knowledge of university administrative organization, policies, procedures, and practices.
• Budgetary approver / signature authority on specified instructional and operational financial matters, such as for direct pay reimbursements, printing charges, and bookstore recharges.
• Provide direct administrative and analytical support to the Department Chair/Program Chair, or Director of Operations, on various administrative projects and reports; serve as coordinator for special projects as needed; independently collect, analyze data, and provide statistics; draft and edit reports and confidential correspondence for signature.
• Maintain files and ensure confidentiality of correspondence, records, and sensitive department/personnel issues.
• Collaborate with other Department Managers to develop administrative policies and procedures to meet growing academic department needs.
• Manage all aspects of department meetings: agenda solicitation/dissemination, minutes and follow-up on action items; attend other committee meetings as needed.
• Along with members of the team, support training of new staff members, such as Office Assistants, as needed. Contribute to bi/monthly team meetings and support team projects, as needed.

45% - Academic Human Resources

• Ensure that all documents and appointment dossiers adhere to BE dean’s office and university policies and procedures for permanent and temporary academic appointments. Determine the need and appropriateness for recruitment, extramural letters, teaching evaluations and other materials, and departmental votes for appointment/reappointment.
• Prepare, assemble, and submit for approval, all permanent academic appointment dossiers for: approved new faculty hires, dossiers for Pre-Six Unit 18 lecturers, Postdoctoral Scholars and visiting researchers. Facilitate departmental votes on permanent academic appointment files. Oversee, coordinate, and execute all academic and staff personnel functions for the unit, including: academic merits and promotions; academic recruitment.
• Interpret and adhere to the Memorandum of Understanding (MOU) rules and regulations for Unit 18 personnel pertaining to appointments and reappointments. Verify appropriateness of appointment/reappointment, title, salary, percent of time, and exemptions to open recruitment. Advise and collaborate with the Department/Program Chair in preparing and submitting the appointment dossier for approval.
• Initiate and facilitate the process for visa applications (J-1, H-1B, B1, TN and O-1 visas), labor certification, and permanent residency applications, for temporary and permanent appointments of foreign scholars; communicate procedures and appropriate visa for entry into the U.S.; assist in resolving problematic visa and immigration issues.
• Review departmental TA and GSI appointments in conjunction with curriculum and leave planning. Budget for, and review, quarterly reader/tutor allocations.
• Assist with management of the lecturer and adjunct recruitment pools for all departments within BE, as needed.

10% - Curriculum Coordination and Instructional Support

• Initiate, analyze, and draft, the annual curriculum and temporary academic staffing plans. Solicit and summarize faculty teaching and leave requests annually. Prepare and plan for the coming academic year based on curricular needs, programmatic consistency, past history, current trends, enrollment figures, major requirements, faculty needs, and temporary academic staffing funds.
• Assist the curriculum and instructional support staff in overseeing the annual revision and submission of catalog copy for the departments, including departmental program statements, course descriptions, and faculty listings, with adherence to appropriate campus deadlines. Consult with instructional support staff in the processing of new course approval, and course revision, forms.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Related administrative experience.
• Thorough knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting, and fund management and personnel management.
• Interpersonal skills and a record of effective interactions with a diverse community
• Excellent verbal communication skills with the ability to actively listen.
• Excellent written communication skills.
• Thorough knowledge of financial analysis and reporting techniques.
• Math skills sufficient to calculate compensation payments.
• Solid knowledge of computer application programs.
• Strong analytical, critical thinking and problem-solving skills.
• Organizational skills and the ability to effectively prioritize a large volume of work with the pressure of deadlines and frequent interruptions, including ability to discern priorities and delegate appropriately.
• Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
• Ability to use discretion in dealing with sensitive matters and maintain confidentiality.
• Excellent customer service skills.

PREFERRED QUALIFICATIONS

• Ability to work as an effective member of a team.
• Training or experience with UC Santa Cruz systems (such as AIS, DivData, PPS, CruzPay, CruzBuy, InfoView, CCLP).
• Experience working with faculty in a University setting, including familiarity with academic departmental administration and academic support services.
• Thorough knowledge of UC Santa Cruz's rules, regulations, processes, protocols and procedures for budget, accounting and fund management and personnel management.

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.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• 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.