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By John Stabinger

Posted on 2 April 2020 | 2:40 pm

Alumni / Benefits & Services / Alumni Career Services

Alumni Career Services

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Program Organizer

University of California Santa Cruz

Details

Posted:

November 15, 2023

Location:

Santa Cruz, California

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Salary:

Open

Type:

Full-time

Program Organizer

Location: Santa Cruz
Job ID: 61644

JOB POSTING

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.

INITIAL REVIEW DATE (IRD)

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: 11-28-2023

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

SOMeCA (SOAR/Student Media/Cultural Arts and Diversity) is a unit of Campus Life at UC Santa Cruz. SOMeCA is dedicated to the success of UCSC's campus-wide student organizations. SOMeCA supports the development of dynamic learning environments by offering mentorship, leadership training, organizational development advising, and event management services for student-initiated programs.

More information can be found at: https://someca.ucsc.edu

JOB SUMMARY

The Program Organizer (PO) works collaboratively with students to support the success of student-initiated programs. Under the dual direction of the SOMeCA Director and the e2 Board of Directors, the incumbent has responsibility for a broad range of functions serving the Engaging Education Center, including Administrative, Program Management, Personnel Management, Financial Analysis, Programmatic Assessment, and Facility Oversight.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 / Hourly.
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: 06/30/2025, with the possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: CX - Clerical & Allied Services

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

30% - Administrative

Coordinates all the administrative functions of the center, including, but not limited to the assessment and implementing of policies and procedures in the following administrative areas: financial, communications, and office management.
Financial administration responsibilities include maintaining all financial records and files; processing financial transactions and corrections in a timely and accurate manner; negotiating with vendors for needed services (e.g. retreat sites, facilitators, speakers , etc.); developing lines of communication with Purchasing and Accounting to problem solve transactions; managing encumbrances, reviewing ledgers, and ensuring timely corrections; maintaining a current knowledge of all financial policies and procedures; advocating for financial services that meet the needs of student retention and outreach programs; ensuring compliance with audit requirements for student fees and government.
Communication responsibilities include timely communication with campus units; maintaining internal communications with the e2 center's Board of Directors, members, and staff; maintaining accurate, current, and accessible records of decisions by the Board of Directors.
Office management responsibilities include coordinating the repair or replacement of all equipment and technology; producing annual outreach publications and resources; updating and maintaining basic web sites; organizing efficient space utilization and facility reservations systems; overseeing audited equipment check out and library; overseeing the management of all records and databases.

20% - Program Assessment

Monitors and implements program assessment for outreach and retention programs, including the utilization of effective processes for feedback and evaluation from program participants (including public school teachers, parents, high school students, and university students); designing basic database programs for compiling and supporting efficient analyses of data; ensuring the accurate collection and recording of data; analyzing outreach program data, comparing results with prior year reports, proposing programmatic improvements, and producing the annual outreach report for the Chancellor; communicating with the Office of the President representing UCSC Student-Initiated Outreach programs, negotiating outputs, and preparing the annual Student Academic Preparation and Educational Partnership report; proposing programmatic improvements; extracting relevant numbers from databases and preparing all reports as required by the campus, including the Student Fee Advisory Committee report.

15% - Financial

Reviews multi-funded program, fund source, and operating accounts, which includes ensuring compliance with student fee requirements; surveying outreach and retention program expenses and reviewing quarterly budgets; researching and presenting annual budget projections and templates for review by the center's Board of Directors; adjusting budget formats for public review in compliance with Internal Audit requirements for student government fees.

15% - Personnel

Oversees the student hiring processes, decisions, and personnel records; reviews and approves time records (hourly and by agreement), coordinates all student employee trainings; researches and develops trainings for multiple, annual hiring committees and the center's Personnel Committee; ensures regular feedback, supervision, and timely evaluation of all staff, including the resolution of conflicts and complaints; oversees staff projects and tasks and creates models for their evaluation by the Board of Directors; reviews job descriptions and coordinates updates as needed to reflect the changing needs of the center.

15% - Program Coordination

Maintains a current knowledge of university and systemwide program policies; advises student coordinators on university planning deadlines and resource analysis; reviews activities for risk; works with board leaders to coordinate orientations, annual trainings, and retreats; assists with developing timelines, strategy charts, and retreat agendas; negotiates and secures services with campus units and off campus vendors; ensures compliance with policies on the use of university properties; provides support and coordination for all programs including outreach, retention, educational programs, trainings, workshops, and meetings of the Board of Directors.

5% - Facility Oversight

Coordinates all disaster preparedness requirements for building safety (e.g. training staff, volunteers, and building occupants, maintaining supplies, etc.); coordinates the implementation of all Injury and Illness Prevention Program requirements for staff (e.g. ergonomic trainings, etc.); keeps maintenance records and develops plans and proposals for building improvements; reports and ensures timely building repairs.

REQUIRED QUALIFICATIONS

High school diploma and /or equivalent experience / training.
Proven administrative and program coordinating experience.
Experience setting up and maintaining efficient filing systems and front office systems.
Experience managing databases.
Experience managing basic web pages.
Experience maintaining and reviewing budgets with multiple funds and processing financial transactions, demonstrating excellent attention to detail.
Experience analyzing accounting data, identifying and resolving accounting-related problems and discrepancies.
Experience planning and producing a variety of events.
Knowledge of facility operations, maintenance, and physical planning procedures.
Excellent time management skills with the ability to work independently in the management of multiple projects.
Excellent problem solving skills to analyze problems in a multifaceted way and participate in innovative solutions.
Ability to establish and maintain cooperative working relationships and work in a team environment; support cohesive and productive work teams organized around clear roles, purposes, and goals.
Ability to communicate effectively and respectfully with people from different racial, ethnic, and cultural backgrounds and lifestyles.
Demonstrated knowledge of the issues facing diverse students in a University setting and experience addressing these issues.
Proven ability to be flexible, cooperative, and collaborative within a complex and sensitive political and social environment.
Excellent communication skills with the ability to interpret and convey complex policies and procedures in a clear and concise manner; ability to exercise good judgment and maintain confidentiality.
Strong customer service orientation with the ability to be consistently positive, flexible, and student-centered.
Experience advising, supervising, and training students.
Experience facilitating meetings.
Writing skills with the ability to research information and produce reports and correspondence.
Strong computer skills including experience with Mac OS X operating system, FileMaker Pro, and advanced experience with Microsoft Office.

PREFERRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training.
Experience managing outreach and retention programs for college students.
Experience with University/Higher Education financial systems.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer 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. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Ability to work a variable schedule including evenings and weekends.
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 vaccine program.
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.

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=61644&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.

Internal Number: 4790175

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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Program Organizer

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