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Details
Posted: 07-Jul-22
Location: Santa Cruz, California
Salary: Open
Internal Number: 3209837
Associate Director
Location: Santa Cruz
Job ID: 37701
JOB POSTING
NOTIFICATIONS
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required 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.
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: 07-18-2022
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
SOMeCA (SOAR/Student Media/Cultural Arts and Diversity) fosters student success through inclusive and educationally purposeful services and programs, including campus wide Student Organizations, Student Media, Cultural Arts and Diversity, and Student Governed Spaces (SGS) facilities.
More information can be found here: someca.ucsc.edu
JOB SUMMARY
Under the general direction of the Director of SOMeCA, the Associate Director is responsible for leading a team of professional staff to plan, develop, manage, and implement financial, administrative, and facility services and programs for campus-wide student-initiated programs. The primary areas of responsibility are: Supervision, Training and Development, Technology and Data Management, Facility Management, Human Resources, Policy and Procedure Oversight. The Associate Director also serves as a member of the unit's management team.
APPOINTMENT INFORMATION
Salary Information: $55,100 / Annually.
No. of Positions: 1
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: Days, Evenings, Weekends
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: 007374 (ADMIN SUPV 1)
Travel: Never or Rarely
JOB DUTIES
25% - Supervision
- Supervises financial and administrative operations of five offices, each specializing in a distinct area of student life. Ensures quality, excellence, and consistency in operations to support student development programs and services including optimal and appropriate use of funds according to organizational goals and compliance with campus and systemwide policies, procedures, and internal control guidelines, general accounting policies/principles, and state, and federal law. Ensures accuracy in unit-wide financial reports on a monthly basis and as needed. Advises and works collaboratively with each area on the design of additional resources and systems to support distinct requirements of programs. Conducts quarterly reviews of financial and administrative systems to identify areas for improvement. Implements new systems and develops resources according to advances in technology and in response to requests and changes in office services and programs.
- Actively maintains current knowledge of trends and changes in the university budget structure, audit requirements, advanced organizing technology, student development, and climate. Participates in unitwide support for student programs and trainings. Conducts research and participates in national technology development conferences; presents and findings. Consults with campus offices, technology specialist, and consultants as needed.
- Oversees the staffing, operation, maintenance, and budgets of the Student Union, Redwood Building, and Student Media Press Center, ensuring proper and safe conditions in compliance with campus regulations, the Injury and Illness Prevention Program, and Environmental Health and Safety requirements, state and federal laws, and the decisions of the Student Union Governance Board.
25% - Training and Development
- Trains and evaluates financial and administrative staff, including Operations Coordinators. Leads the development of operational plans to ensure effective delivery of services and programs by establishing an atmosphere which encourages innovation and adaptive approaches to challenges and opportunities.
- Collaboratively establishes goals and objectives; monitor performance and provide regular feedback and annual performance evaluations. Prepares and meets with staff on a regular basis to discuss established workflow and resolution of problems as needed. Designs and conducts regular, interactive trainings.
- Manages the training of a diverse team of student administrative staff to ensure the daily operaitons of facilities, administrative offices, and financial transactions. Provides mentorship, development of job performance standards, performance management, and direct supervision to the Operations Coordinators and Business Assistants to ensure completion of complex tasks, professional customer service communication, advanced technical application of software for the retention of records, and processing a high volume of financial transactions.
- Oversees the financial staff in the design and implementation of fiscal trainings for student organization business managers and staff to ensure current and consistent application of policies and procedures to manage risk in fiscal management.
20% - Technology and Data Management
- Manages and implements advanced systems of data collection and inventory in areas of operations, financial management, contracts, IT, facilities, and human resources in compliance with unit goals and objectives to ensure accuracy, efficiency, and accountability of campus assets. Researches new systems and procedures and collaborates across the campus to incorporate a current knowledge of resources and maintain an atmosphere of continual improvement.
- Supervises and manages the reporting of technical inventory, applying subject matter knowledge of computer application programs, state-of-the-art equipment and software, troubleshoots across various technical platforms, and manages training for career and student staff for secure and proper use.
- Advises and manages creative teams of financial staff to analyze complex accounting data, multi-year spending patterns, and revenue streams to develop budget plans and alternative revenues sources to conserve and protect assets.
10% - Facility Management
- Oversees and manages the facilities and operations of the Student Union, Redwood building, and Student Media Press Center, including building security and safety; major and regular maintenance; services and agreements with Physical Plant; rental agreements with the Bike Coop; and staffing. Works collaboratively with the Student Union Governance Board.
- Oversees the assessment of facilities operations, including the Student Union, Redwood Building, and Student Media Press Center, and administrative and financial operations. Identifies areas to improve safety, efficiency, compliance, and responsiveness to student's needs.
- Recommends, plans, and oversees the coordination of facility renovations and projects, working with Physical Planning and Construction and Capital Planning to complete deliverables while negotiating scheduling and mitigating impact to the facility, staff, and regular services.
10% - Human Resources
- Analyzes quality and quantity of fiscal and administrative work across five offices to recommend and manage recruitments, staffing needs, salary actions, and assignments. Implements creative reorganization structures to support offices during periods of changes in order to maintain consistently efficient services. Maintains a commitment to recruitment efforts that support the achievement of UCSC and Student Success diversity goals related to hiring and retention.
- Communicates current requirements for recruitments, personnel performance standards, and the management of risk and liability related to employment. Analyzes resources and make recommendations for allocations to support the professional growth and development of staff.
- Initiates promotions of student staff to supervisory roles to support student development and the overall success of the unit.
10% - Policy and Procedure Oversight
- Serves as liaison and advocates for student programs in the development of policies and procedures with Capital Planning, Physical Plant, Procurement, Payroll, Financial Administrative Services, Accounts Payable, Budget Analysis & Planning, and Audit & Management Advisory Services.
- Provides leadership and direction to staff and student stewards in the development and implementation of budget standards and report structures for campus based fees to ensure compliance to internal controls, campus policy, and fund language. Develops budgeting principles collaboratively with staff and elected student leaders through strategic planning to support organizational and department goals.
- Oversees operational and budget processes for all areas. Participates in strategic planning, providing multi-year projections and advising on financial, personnel, and space needs. Designs systems and customized budget reports to support planning and decision.
REQUIRED QUALIFICATIONS
- Bachelor's degree in related area and / or equivalent experience / training.
- Skills and experience in project and program management to achieve desired goals and objectives for multiple offices.
- Demonstrated skills in employee supervision and participatory management.
- Experience managing large and complex budgets with multiple funds including strategic planning, allocation and analysis.
- Demonstrated experience anlayzing complex accounting data to proactively identify and problem solve accounting-related problems and discrepancies.
- Substantial experience the management of facilities, including operations, security, and major maintenance projects.
- Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management within labor contract(s) and personnel policy.
- Solid knowledge of financial analysis and reporting techniques; risk management planning; accounting and payroll.
- Demonstrated experience supervising and mentoring college students; skill and experience in the design and facilitation of student trainings.
- Expert knowledge of common organization-specific and other computer application programs such as FileMaker Pro.
- Proven ability to quickly evaluate complex issues and identify resolution, exercising good judgment and maintaining confidentiality.
- Substantial interpersonal skills to effectively motivate others.
- Knowledge of organizational climate and cultural, gender, ability, and sexual orientation/identity issues and how these affect the design and delivery of student services.
- Substantial organizational and customer service skills to effectively manage multiple priorities in a dynamic and fast paced work environment.
- Solid interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness and advising skills.
- Proven ability to communicate effectively and respectfully with people from different backgrounds and lifestyles, demonstrating sensitivity to their needs.
PREFERRED QUALIFICATIONS
- Master's degree preferred.
SPECIAL CONDITIONS OF EMPLOYMENT
- Selected candidate will be required to pass a pre-employment criminal history background check.
- The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
- 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.
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 How to Apply 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://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=37701&PostingSeq=1
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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About University of California Santa Cruz
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.
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