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 Initial Review Date (IRD) for this position is: 04-14-2021
Dept Marketing Statement Under the supervision of the MESA/DCAC assistant director, the incumbent coordinates the day-to-day operations of the MESA and DCAC programs. Responsibilities include: providing clerical/administrative support; serving as the main point of contact for program communications; processing all financial-related paperwork on behalf of program staff; responding to MESA advisor inquiries; purchasing materials and supplies; scheduling meetings; supervising undergraduate student staff; coordinating travel arrangements; and supporting program needs, both in and out of the office. The incumbent will coordinate logistics and provide administrative support to prepare for successful programming activities and events for student participants and program partners. The incumbent will oversee the day-to-day operations of the MESA and DCAC programs. The incumbent will support, as-needed, other programs within our parent organization, the Educational Partnership Center.
The Educational Partnership Center (EPC) coordinates new and longstanding student academic preparation efforts of the University of California, Santa Cruz with the goal of increasing access and opportunity to postsecondary education for students across the Monterey Bay and Silicon Valley/San Jose regions. The EPC provides an array of direct services, supporting students on the college-going pathway through tutoring, mentoring, academic planning and counseling, leadership training, test preparation, college awareness and enrichment, and teacher professional development.
The MESA College Prep Program, under the umbrella of the EPC, serves under-represented, low-income, or first-generation college-bound students from Santa Cruz and Monterey counties, with the goal of preparing students for success in Science, Technology, Math and Engineering majors in college. The Destination College Advising Corps program places neer-peer college advisors in EPC high schools to deliver personalized, knowledgeable, guidance on college admission, financial aid, and enrollment with the goal of increasing college enrollment and completion among low-income, fist-generation college-bound, and underrepresented high school students.
Oversee the day-to-day operations of the MESA and DCAC programs. Act as the office manager, program coordinator, and administrative resource to the MESA and DCAC program staff.
Serve as the main point of contact for internal and external communications to efficiently oversee the exchange and flow of information between office and field staff.
Coordinate the collection of data and information to support completion of tasks and projects.
Keep track of student and advisor attendance/program participation in appropriate databases.
Develop and maintain a process for collecting and tracking requests for administrative projects/tasks from outreach staff members. Prioritize and queue requests as needed to meet deadlines and program needs.
Ensure that work assignments are completed with great attention to detail, in a timely manner prior to request date and in accordance with MESA/EPC/UCSC policies and procedures.
Oversee and administer the MESA program calendar; work collaboratively with program staff to ensure the accuracy and timely entry of events; coordinate calendar sharing with EPC-wide calendar and other EPC department calendars.
Supervise and train undergraduate student staff to work effectively on administrative tasks and projects.
Ensure that field staff have equipment and supplies needed for school site programming.
Participate in the planning and coordination of logistics and implementation of special events and conferences (i.e. MESA Day, College Signing Day, field trips, etc.).
Coordinate any changes, additions and/or cancellations to program activities and events, involving the following needs: transportation, facilities, catering, etc.
Oversee program email account, website (including updates and upkeep throughout the year), and phone inquiries, ensuring professional communication and customer service needs are met.
Collaborate with EPC administrative staff to ensure smooth running of day-to-day operations.
Apply appropriate personnel policies and procedures as they relate to MESA professional staff.
40% - Financial Assistance
Process direct payment forms for payments/reimbursements/refunds to individuals, entertainment and student programming reimbursements, payments to vendors, and agreement payments; obtain necessary approvals and supporting documentation; ensure compliance with University and Undergraduate Education policies.
Input purchasing requests in computerized financial information system (CruzBuy).
Process invoice payments against purchase orders. Ensure that goods have been received and appropriate on-line receiver documentation is completed; vendors receive payment by due date.
Prepare pre-travel and post-travel forms; process travel advances as directed. Assist staff with travel arrangements as needed.
Review pre-travel and post-travel forms; identify appropriate FOAPALs (i.e. account numbers); verify signatures and compliance with University guidelines governing administrative travel and professional development. Process travel advances as directed.
Serve as an advisor for EPC staff regarding accounting, purchasing, travel and entertainment policies and procedures; answer questions, resolve problems, research various issues. Develop handouts and materials and train staff when necessary.
Adhere to internal control principles and systems, which include: separation of duties when processing financial transactions, appropriate authorization and approval mechanisms, safekeeping of assets and review of records.
Serve as the main point of contact for financial transactions of the MESA and DCAC programs.
Develop and maintain a process for collecting and tracking financial transactions by category for the MESA and DCAC programs. Compares department financial transactions against campus fiscal reports; review for accuracy and report progress on a regular schedule and as requested; provide summary analysis and track expenditures.
Work with EPC budget analyst to track partner supply expenditures, close purchase orders as appropriate, and ensure accurate financial form completion.
Complete Transfer of Expenditures (TOE) for partner supplies, travel, entertainment, and credit card expenses as appropriate.
Track expenses for program events such as MESA Day and College Signing Day.
20% - Other Duties
Use software programs such as Microsoft Excel, Word, Power Point, CANVA, etc., to develop documents, such as: letters, reports, proposals, forms, fliers, rosters, or graphs.
Must proofread and edit materials produced by program staff.
Prepare, distribute and/or transcribe meeting agendas and minutes.
Maintain appointment calendars, in-out calendars, and other staff management systems for all full-time staff.
Develop and maintain good working relationships with campus units and serve as a resource to campus services.
Provide logistical support for staff and partner meetings, such as: assisting with the arrangement of the meeting room(s), materials/supplies set-up, maintaining communication with food vendors, identifying meal and refreshment needs, troubleshooting audio-visual and other presentation meeting aid equipment; taking notes; drafting meeting agendas.
Meet regularly with the EPC administrative team to stay current on unit priorities and workflow.
Provide administrative support to staff and other center programs depending on availability, for example, providing administrative support including but not limited to: development of a project materials purchasing guide, development of an inventory system, development of event organizational guides.
Develop and maintain professionally relevant skills through available training programs, reading and attendance at workshops.
Experience working in a high-level, high-volume administrative office.
Familiarity with financial record keepingand administrative budgets.
Knowledge of text editing; the ability to work from handwritten notes, or typed rough drafts, and to proofread own work.
Experience producing grammatically correct correspondence and reports in a clear, concise manner; proficiency in the use of English grammar.
Working knowledge of computer operating systems, peripherals, software, E-mail, internet applications, spreadsheet programs, electronic database programs; ability to conduct internet research, ability to learn new software applications and database systems.
Ability to prepare and present written and oral information clearly and effectively.
Ability to oversee records and information in hard copy as well as computerized formats; ability to track workflow status.
Event planning experience; ability to work with multiple vendors to coordinate program needs involving: transportation, facilities, refreshments, food, etc.
Ability to recruit volunteers for program activities and events; ability to initiate working relationships with a variety of people.
Ability to maintain program website with necessary updates.
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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