Career Center

Administrative Specialist

Location: Santa Cruz
Job ID: 56233

JOB POSTING

NOTIFICATIONS

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's COVID-19 vaccine program.

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)

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: 08-01-2023



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 Division of Physical and Biological Sciences (PBSci) comprises six comprehensive departments offering a full range of bachelors, masters, and doctoral degrees (Ecology & Evolutionary Biology, Molecular, Cellular and Developmental Biology, Chemistry, Biochemistry, Earth and Planetary Sciences, Mathematics, and Physics); three smaller departments offering graduate degrees in interdisciplinary fields (Astronomy & Astrophysics, Environmental Toxicology, and Ocean Sciences); and one small graduate professional program (Science Communication). A full complement of graduate programs is enriched by access to state-of-the-art lab facilities and equipment and a variety of field study environments. Research is organized within individual departments, as well as formal organized research units, research centers, and interdisciplinary research clusters. The Division is the principal home to three major organized research units: the Institute of Marine Sciences, the Santa Cruz Institute for Particle Physics, and the University of California Observatories/Lick Observatory. Research affiliates include Federal and State agencies such as the National Oceanic and Atmospheric Association (NOAA) and the California Department of Fish and Game {CDFG) Marine Wildlife Center.

PBSci Facilities staff members are responsible for planning, construction, renovation, relocation, and general oversight of approximately 505,000 assignable square feet in approximately 30 buildings on the UCSC main campus, Westside Research Park, and the Coastal Science Campus.

JOB SUMMARY

Uses professional facilities management concepts. Applies organization policies and procedures to resolve routine issues. Works on problems of limited scope. Follows standard practices and procedures in analyzing situations or data from which answers can be readily obtained. May have contact with others, but primarily internal to the department or unit.

APPOINTMENT INFORMATION

Budgeted Salary: $27.00 - $30.00/hour. 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: recently accreted to CX Union

Job Code Classification: 004481 (FAC MGT SPEC 1 CX)

Travel: Never or Rarely

JOB DUTIES

55% - Core Admin Functions

• Provides analytical and administrative support to members of the PBSci Facilities Team. Responds to facilities related requests, inquiries and concerns from faculty, students, and staff. Exercises judgment in bringing information to the attention of others.
• Under the supervision of the Facilities Analyst/Work Order (WO) Desk Specialist, monitors the Work Order Desk email inbox and phones. Obtains details and acts as a liaison to the Main Work Order desk for appropriate action to be taken.
  Works with a variety of internal and external customers requiring planning and engagement with multiple departments and campus stakeholders at all levels.
• Under the direction of the Facilities Analyst/WO Desk Specialist, maintains documents used by the department (Divisional email listservs, Google Groups, Contact lists, furniture inventory, alarm call out list and utility shutdown calendar). Becomes familiar with the Asana Project management tool and provides project support and task tracking.
• Maintains office supply and first aid kit inventory, procures items as needed through Cruzbuy, tracks PO's as needed, coordinates deliveries as needed.

35% - Core Keys Office & Building Security Duties

• Administers electronic door and brass key access systems for all PBSci buildings located on the main campus. Reviews and processes all card and key access requests, and assigns all cards and keys for faculty, staff, students, visitors, contractors, and other affiliates.
• Manages brass and card key inventories and stock.
• Educates key holders on their responsibilities associated with carrying Division keys and access cards. Receives and restocks returned keys, maintaining a high level of organization.
• Provides ongoing updates, suggests changes, and produces reports for the PBSci Facilities Security Analyst, who is responsible for overseeing the division's security operations and policies. Liaises with other campus security affiliates including: Physical Security group, Web Development, Physical Plant, Police, the office of ID Card Services, and all departments having access to PBSci buildings, to ensure that door access processes and systems function at a high level.
• Generates periodic reports and communications as needed to keep records current and accurate.
• Investigates lost or stolen key reports. Reviews and analyzes electronic keying reports for irregularities and security risk failures.
• Performs first-level diagnosis and troubleshooting of electronic and mechanical doors and locking hardware and electronic control systems.

10% - Project and Misc. Support for Facilities Team

• Provides support to the Facilities Analyst/WO Desk Supervisor in the following areas: moves/relocations, ergonomic evaluations & fulfillment, injury & illness prevention and back up for the PBSci Stockroom.
• Other duties as assigned.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Effective written communication skills.
• Effective verbal communication skills.
• Knowledge of the use of standard computer applications such as Word, Excel, Google suite of applications, and other common desktop applications.
• Demonstrated effective listening, interpersonal communication and problem-solving skills to resolve inquiries, address concerns or problems and ensure cooperative and productive working relationships.
• Demonstrated ability to work independently and as part of a team.
• Demonstrated ability to prioritize assignments, independently organize work, and maintain a high degree of accuracy while working with interruptions to meet deadlines.
• Demonstrated initiative, flexibility, good judgment and discretion.
• Excellent customer service attitude and standards.
• Self-starter that has the ability to continually streamline and improve processes and day-to-day operations.
• Ability to meet deadlines with competing work demands in a fast-paced environment.

PREFERRED QUALIFICATIONS

• Knowledge of facility maintenance practices and procedures along with safety and emergency preparedness.

SPECIAL CONDITIONS OF EMPLOYMENT

• 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.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• Ability to work in conditions of variable temperature/weather with possible exposure to strong, unpleasant odors, high levels of noise and vibrations, and exposure to dust and allergens.
• Ability to conduct outdoor site visits, including use of required personal protective equipment, as required to conduct investigations, inspections, or view work in place.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to work safely in areas where hazardous materials are present or stored.
• Ability to wear proper safety attire (long pants, closed-toe shoes, etc.) and personal protective equipment common in a laboratory setting.
• Ability to travel to multiple work locations on and off campus.

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.



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=56233&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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