Arts Division Dean's Office Assistant
Santa Cruz, CA 
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Job Description
Notifications

Delay Notice: Due to the current health crisis, candidate selection or hiring steps may be delayed.


UCSC Statement

UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.


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. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

Initial Review Date (IRD): 04-28-2021


Pay, Benefits, & Work Schedule

Salary Information: $23.92 - $28.06 / Hourly. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full

Schedule Information:
Part-time, fixed
50% weekly
20 hours weekly
Mon-Fri
Day Shift

Employee Classification: Career Appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX

Job Code Classification: 004722 (BLANK AST 3)


Job Duties

Position Summary

Under supervision of the Chief of Staff, provides administrative and events support to the Dean and Senior Staff (Chief of Staff, Assistant Dean, Associate Deans, Executive Assistant), and may provide some administrative support to staff within Arts Division units. This work includes: processing and tracking expense reimbursements; making travel arrangements, processing Travel Advance authorization, and processing Post Travel for the Dean's Office and, at times, for Arts Division units; performing a variety of administrative functions; providing routine logistical support to Dean's Office, Arts Division, and Arts Division units; providing occasional back-up front-line support to the Dean. In addition, the Dean's Office Assistant provides support in the planning and execution of routine, and high-level Arts Division events including: the annual Arts Division Retreat; the annual Arts Dean's Lecture Series; the Dean's and Chancellor's award luncheon; as well as other events, including those in support of donor cultivation. The Dean's Office Assistant supports the Chief of Staff in the administration of the Arts Professional Pathways program. In addition, the Dean's Office Assistant helps maintain Arts Division web pages. For more information on the Dean's Office:

40% - Dean's Office Support

Under the supervision of the Chief of Staff (CoS) for the Arts Division, provide administrative support for the Dean's Office and general administrative support of Arts Division units, which requires a strong understanding of priorities for the Dean and the Division.

Serve as a resource for preparation of materials, research background information, attend planning meetings, and synthesize information from a variety of sources to support the objectives of the Dean's Office, Arts Professional Pathways, divisional events, travel, documentation, etc.

Maintain a thorough understanding of all general divisional financial processes, policies, and procedures in order to adhere to all University policies and procedures. Assist in submitting and maintaining accurate records for timely action or retrieval of those records for audit or other purposes.

Provide backup support for the Dean's Executive Assistant, and on occasion the CoS, including answering and screening the Dean's office phone, responding to routine emails, and communicating in person, by phone, and in writing, with a wide-range of constituents.

As a representative of the Dean's office, display professional demeanor, appearance, tact and courtesy in dealing with students, faculty, staff and public. Use insight, thoughtfulness and diplomacy to effectively interact with all levels of campus personnel, students, and public members, both within the University system and in the community.

Consistently demonstrate hospitality, diplomacy and tact while working with university personnel, donors, and external constituencies.

Provide professional, courteous, and interactive hosting support at business meetings, including arranging refreshments, providing directions, parking details, etc.

Process travel arrangements, and reimbursements for the Dean's immediate office staff, and on occasion, may provide support in this area to other Arts faculty or staff. Process reimbursements in a timely manner, in accordance with relevant campus policies. The Dean's Office Assistant makes all logistic arrangements (hotel reservations, travel reservations, etc.) and processes all reimbursements and honoraria for high-level Dean's Office and Arts Division units' visitors (such as Departmental External Reviewers, Lecture Series participants, etc.).

Organize briefing materials to support the Dean and Senior Staff (Chief of Staff, Assistant Dean, Associate Deans, Executive Assistant) including pertinent facts, data, and other background information as necessary for meetings, reports, inquiries, agendas and presentations. May occasionally, draft routine correspondence on behalf of senior staff members.

Perform routine website maintenance, making changes to the Arts Division and associated departmental/programmatic webpages.

Provide administrative support related to the scheduling of divisional spaces.

Manage overall office supplies for the Dean's office suite and division's supply room; take responsibility for organization and cleanliness of these areas. Manage cleanliness and supplies (water, tea, coffee, utensils, dongle connections, etc.) in divisional conference rooms and restock supplies as necessary. Prepare conference rooms immediately before meetings, including general tidiness, computer connections, and preparation of coffee; restore conference room to general readiness following meetings.

Run general errands for the Dean's office (such as pickup of supplies or hospitality items for meetings).

30% -Arts Professional Pathways Support

Provide administrative support to the Arts Professional Pathways program, which may include coordinating related events; corresponding with internship hosts; researching best practices, etc.

30% -Special Projects Logistic Support

Coordinate logistics for special projects, events and visits such as: External Reviews of Arts Division Departments; Arts Division unit projects; the annual Arts Division Retreat; the annual Arts Dean's Lecture Series; the Dean's and Chancellor's award luncheon; and other various special events including those in support of donor cultivation.


Required Qualifications

  • Excellent communication and interpersonal skills sufficient to interact effectively with a diverse group of students, staff, faculty, and the public.
  • Highly developed customer service skills with a "can do" work ethic to support special event planning, preparation and execution.
  • Ability to exercise good judgment and discretion when handling confidential matters. Experience working with highly confidential documents.
  • Demonstrated hospitality skills and events experience.
  • Excellent writing skills for preparing various documents, reports and executive level correspondence.
  • Strong proofreading skills with excellent attention to detail.
  • Extensive related administrative experience in an executive level office, including a general of knowledge of managerial, business, human resources, quality management principles, customer service philosophy and standards, and academic disciplines.
  • Ability to operate within a set budget and provide clear information on budget.
  • Demonstrated ability to work effectively in an environment with a high-volume workload with frequently shifting, and at times competing, deadlines and priorities.
  • Excellent record keeping skills.
  • Demonstrated organizational skills.
  • Ability to perform routine website maintenance.
  • Experience using word processing, spreadsheet, and database systems, with the ability to learn new systems; Typing/data entry skills sufficient to prepare correspondence and forms with accuracy and moderate speed.
  • Math skills sufficient to perform advanced addition, subtraction, and percentage calculations.
  • Ability to work effectively both as part of a team and individually.

Preferred Qualifications

  • Knowledge of over-all academic program goals and objectives for the Arts and the campus.
  • Knowledge of UCSC policies related to travel, reimbursement, etc.
  • Knowledge of UCSC systems, such as CruzBuy, Travel Connexxus, ProCard, etc.
  • Have an understanding and awareness of the campus' organizational structure.

Special Conditions

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Must possess a valid license to drive in the state of California and a good driving record. Interviewees will be required to provide a current DMV record.
  • Ability to consistently work 50% time, within the M-F 8:00 a.m. - 5:00 p.m. timeframe. Exact schedule TBD upon hire.
  • 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 .

Safety Statement

All UCSC employees must know 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.


How to Apply

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit ourtutorialfor detailed instructions on our applicant process.


EEO/AA

The University of California is an Equal 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.


 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
Open
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