Operations Officer

  • University of California, Santa Cruz
  • Santa Cruz, CA, USA
  • 320 views
Full Time Admin-Clerical Operations

Job Description

Operations Officer

 

Location: Santa Cruz

 

Job ID: 26476

 

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, https://news.ucsc.edu/2021/07/systemwide-vaccination-policy.html for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

 

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to Policy.

 

Employees can https://healthcenter.ucsc.edu/services/covid-19/covid-vaccine.html#requirement online or https://healthcenter.ucsc.edu/services/covid-19/covid-vaccine.html#exception.

 

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.

 

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.

 

The IRD for this job is: 12/13/2021

 

DEPARTMENT OVERVIEW

 

As the campus Chief Academic Officer and Chief Operations Officer, the Campus Provost/Executive Vice Chancellor (CP/EVC) is responsible for providing vision and guidance to campus senior leaders as they work to fulfill our campus mission and attain our strategic goals.

 

The CP/EVC works closely with the Chancellor and the campus leadership team to engage faculty in the creation of a vibrant academic and research vision, infuse an entrepreneurial spirit to the creation of new sources of revenue, provide focused leadership to support student success, and assure a campus commitment to serving first-generation college students and a diverse student population. The CP/EVC provides leadership in the areas of the campus academic, capital, enrollment and financial planning, policy analysis, and fiscal administration; creating a vision for faculty, student, and staff programs that engage and support the campus.

 

The CP/EVC organization is dynamic, with priorities and issues that evolve and change daily. The team is committed to collaboration, the use of digital tools to create efficiencies, in the moment reprioritization, and creating a collegial, optimistic and forward-facing environment.

 

As representatives of the CP/EVC, all members of the immediate staff are expected to model the UC Santa Cruz Principles of Community in their interactions with senior leaders, faculty, students, and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations, and individuals outside of the UC system.

 

More information about UC Santa Cruz Dining can be found at: https://cpevc.ucsc.edu

 

JOB SUMMARY

 

Working as a member of a collaborative team of administrative professionals reporting to the director of operations, the operations officer manages and implements the business and operations functions of the Office of the Campus Provost/ Executive Vice Chancellor (CP/EVC). The operations officers also provide various business and operations support to other executive units, including the Chancellor's Office and the Academic Senate Office. The operations officer is a member of the CP/EVC Office operations team. The operations team consists of the director of operations, three operations officers, a special projects coordinator, and a team of 4-6 student interns who ensure that business, operations, and human resources projects and transactions are handled with professionalism and adherence to policy and with collegiality.

 

The incumbent works on operational and project-based assignments that require the exercise of considerable discretion and independent judgment. Tasks are varied and complex and frequently involve handling confidential or sensitive information. The Office of the CP/EVC is fast-paced and dynamic. Success in the position will require the ability to adapt to constantly shifting priorities, critical and sometimes competing deadlines, and the facility to remain calm and poised in unexpected situations that require a rapid and accurate response. This is a shared work environment, and being able to thrive as a service-oriented team member is critical. The position requires strong organization and communication skills, including tact, discretion, and diplomacy. An appreciation of the diversity of the campus community is a factor for success.

 

APPOINTMENT INFORMATION

 

Salary Information: Salary Range: $79,750 - $93,200. Salary commensurate with skills, qualifications and experience.

 

No. of Positions: 2

 

Benefits Level Eligibility: Full benefits

 

Schedule Information:

 

Full-time

 

Percentage of Time: 100%

 

Fixed

 

Average Hours Per Week: 40

 

Days of the Week: Mon - Fri

 

Shift Includes: Day

 

Employee Classification: This is a Career appointment

 

Job End Date: None

 

Work Location: UC Santa Cruz Main Campus

 

Union Representation: Non-Represented

 

Job Code Classification: 007377 ADMIN OFCR 3

 

JOB DUTIES

 

80% Business, Operational & Organizational Support

 

Working with Operations colleagues, performs all actions necessary to assure smooth business and operations for the office and other units as assigned.

 

Functions include: general office business management, business financials, facilities management, safety and security management, human resources, management of the Chancellor's reception function

 

May serve as primary operations officer or backup:

 

  • Ensures adherence to university policies and procedures in all transactions.
  • Develops and prepares budgets and financial reports for funding which may be complex.
  • Manages a variety of budgets including staffing, operating, special projects, discretionary and gift funds including tracking budgets and reconciling expenditures.
  • Prepares analyses and information for planning and requests for funding and equipment. Delegated signature authority on various accounts. Serves as liaison with Budget and Planning Analysis unit and other campus units. Manages fiscal closing processes and verifies allocations for subsequent fiscal year.
  • Manages and/or processes business transactions and procurement of goods and services.
  • Administrates facilities and space logistics, and manages equipment and information technology needs.
  • Develops and implements procedures for shared space equipment maintenance in order to keep equipment in good working condition.
  • Develops and implement procedures for supplies inventory.
  • Uses independent judgement and discretion to grant access cards and keys to building residents. Maintains and updates key and card databases. Retrieves keys and deactivates access.
  • Facilitates moves and participates in the on-boarding and off-boarding of unit staff and others as requested.
  • Assists in the design and drafting of organizational website content and manages updates to unit website(s).
  • Acts as safety coordinator.
  • Serves as the building emergency coordinator. Maintains emergency communications programs, run emergency drills, act as a liaison to the Office of Emergency Response and to first responders. Drafts and sends correspondence to organizational constituents.
  • Serves as the business continuity coordinator.
  • Serves as the departmental ergonomic assessor.
  • Coordinates and participates in a variety of human resources activities including recruitments, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit/department. Gathers, analyzes, prepares and summarizes financial and HR reports.
  • Manages the Chancellor's Reception function and shared Kerr Hall spaces.
  • Independently responsible for recruiting, hiring, training, supervising, and all related tasks of student employee staff; create student employee job descriptions. Monitor and evaluate performance, provide corrective actions as needed.
  • Executes the logistics for special events hosted by the CP/EVC.
  • Performs studies for resource plans, including approaches, trends, sources and uses.
  • Serves on committees, representing department/unit.

 

15% Analytical and Administrative Support

 

Provides analytical and administrative support to special projects as assigned.

 

5% Professional Development

 

Engages in Professional Development Activities.

 

REQUIRED QUALIFICATIONS

 

  • Bachelor's degree in related area and / or equivalent experience / training.
  • Experience with personal computing applications and computerized information systems with the ability to learn new systems in a highly technical environment.
  • Knowledge of a variety of administrative operational activities such as event planning, risk management planning, website design, accounting and payroll, and fiscal regulations and guidelines.
  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies.
  • Demonstrated ability to assimilate, interpret and apply administrative policies and procedures and exercise flexibility and good judgement.
  • Strong problem solving, critical thinking and decision-making skills.
  • Experience and strong skills in short and long term planning, anticipating and analyzing, devising and implementing solutions.
  • Experience working with customers to identify needs and support a strong customer service philosophy.
  • Interpersonal skills to interact professionally with diverse groups of people.
  • Oral and active listening, persuasiveness, advising and counseling skills.
  • Written communication skills.
  • Excellent organizational and time management skills with the ability to discern priorities work independently and follow through on assignments with little direction using sound judgment, despite competing deadlines and priorities.
  • Demonstrated ability to work with highly confidential and sensitive materials and exercise discretion and good judgment.
  • Ability to perform successfully in a collaborative team-based environment.
  • Demonstrated ability to be agile and adapt to changing priorities, organizational structure, and environment.

 

PREFERRED QUALIFICATIONS

 

  • Leadership skills with the ability to evaluate monitor and motivate staff.
  • Experience in facilities management.
  • Experience in risk and/or safety and security management.
  • Previous experience working in a higher education institution.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

 

SPECIAL CONDITIONS OF EMPLOYMENT

 

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Will be required to complete Title IX (Sexual Harassment) training every two years.
  • 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: https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5

 

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.

 

HOW TO APPLY

 

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html tutorial for detailed instructions on our applicant process.

 

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.

 

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS

 

View full job description and access on-line application:

 

https://apptrkr.com/2634051

 

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

 

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.

 

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Education Requirements

Bachelor's Degree