Administrative Specialist

Location: Scotts Valley
Job ID: 63785
JOB POSTING
May work fully in person or a hybrid schedule. If working hybrid, must work in the office 3 days per week. In office schedule will include Thursdays and Fridays plus one other day.
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)
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: 02-05-2024

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
Staff Human Resources (SHR) is dedicated to building a strong and healthy university by propelling the university mission, engaging and developing people, empowering our campus partners, building trust and teamwork and providing excellent Human Resource services. SHR is responsible for providing leadership to the campus and Staff Human resources (SHR), in the areas of Benefits, Compensation/Classification, HR Business systems, Learning & Development, Talent Acquisition, Employee & Labor Relations and Business Administration, Policy, Projects and Resources (BAPPRs). Business Administration, Policy, Projects and Resources (BAPPRs) is responsible for background checks, personnel records management, vacation accrual service credit, service awards, campus compliance of labor law posters and campus-wide communications from SHR are processed through the Business Administration, in addition to maintenance of the SHR website.
More information can be found at: https://shr.ucsc.edu/policy/index.html
JOB SUMMARY
Under general supervision of the BAPPRs Manager or designee, the Administrative Specialist uses professional concepts to apply organization policies and procedures to provide operational support to Staff Human Resources. Responsibilities includes activities in financial transactions, records management, records access, facilities and space planning. The Specialist works collaboratively with numerous offices on and off campus, including Office of the President, Campus Counsel and Office of Information Practices.
APPOINTMENT INFORMATION
Budgeted Salary: Salary Range - $32.04-$36.93/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 Scotts Valley Campus
Union Representation: Non-Represented
Job Code Classification: ADMIN OFCR 2 (007376)
Travel: Never or Rarely
JOB DUTIES
50% - Administrative Operations

• Act as an information source and first line respondent for questions, issues and requests related to building security and maintenance, computers, and supplies.
• Extract information, run reports and queries using various databases. Analyze data and create reports for manager.
• Maintain email list serves and calendar groups. Schedule meetings and reserves rooms; prepare agendas and track action items, follow-up on agenda items as appropriate.
• Assist the BAPPR Manager to conduct the Injury & Illness Prevention Program (IIPP), maintain program guidelines, conduct inspections, identify and implement training programs and ensure compliance.
• Serve as the Ergonomics Assessor, conduct assessments and make ergonomic recommendations. Reconcile and prepare annual Ergonomics reimbursement to campus Ergonomic Coordinator.
• Assist internal and external customers with access to google groups and email alias'
• Troubleshooting of technical issues (e.g., passwords, browser settings), make referrals when necessary.
• Open, sort, and distribute incoming mail and faxes; receive and distribute packages.
• Train students in proper procedures; supervise their work for accuracy and compliance.
• Contribute to the development, maintenance, streamlining, and the improvement of processes, procedures, work flow and tracking methods
• Identify administrative and operational issues needing action; conduct research and analysis or refer to appropriate unit manager or staff. Serve as liaison in disseminating information, getting answers, and returning calls.
• Provide administrative and analytical support to various human resources functions on a broad range of administrative issues.

25% - Personnel Records Management

• Ensure appropriate personnel file disposition.
• Administer procedures and systems used in file maintenance, circulation, tracking and destruction; coordinate periodic shredding of records with bonded vendor.
• Monitor storage capacity and file condition; prepare recommendations if and when conditions warrant changes or additional resources are necessary.
• Responsible for records management and compliance in support of various human resources functions.
• Responsible for providing access and removing access to SHR's Server (i.e. N:drive). Trouble shoot access issues as they arise.
• Supervise student employees in creating, scanning, filing, copying, and disposing of files and updating records management databases.

15% - Records Access Management

• Respond to personnel file access requests, including those received from Internal Audit, campus managers and supervisors, employees, Campus Counsel, and external state and federal agencies. Coordinate with Administrative Records Coordinator in Chancellor's office, other SHR records coordinators and Academic HR to ensure integrity, accuracy, compliance and timeliness of responses.
• Receive and evaluate requests for information from the unions, Office of the President, Campus Counsel, Office of Information Practices and other units on campus. Trouble shoot issues as they arise.
• Compose, edit, or review written material for records requests. Input and prepare in final form various letters, memos, and reports.
• Perform intake and monitor various legal requests (i.e. subpoenas).
• Compile and reconcile documentation; prepare forms for processing, ensuring accuracy and compliance with union agreements, policies, and legal requirements.

10% - Budget & Financial

• Reconcile ledgers and expenditure reports monthly, including recharges. Research discrepancies and provide appropriate recommendations and/or remedies.
• Create purchase orders and recharges.
• Collect all relevant information for various purchases, contracts, equipment, computer application licenses, travel expenses and reimbursements.
• Provide information and guidance on pre and post travel reimbursements, entertainment expenditures and purchasing procedures ensuring compliance with university, divisional and internal policies and delegations of authority. May coordinate travel arrangements for staff.
• Manage office supply, parking permits, furniture and computer equipment inventory.
• Create and modify spreadsheets to track financial transactions, equipment inventory and space allocations

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and /or training
• Basic knowledge of a variety of administrative operational activities, such as records management, accounting and payroll, facilities and space management.
• Solid knowledge of Google suites.
• Analytical and critical thinking skills.
• Problem solving skills with the ability to find and recommend solutions.
• Verbal communication skills to communicate effectively with all levels of staff.
• Written communication skills.
• Interpersonal skills with the ability to establish and maintain cooperative working relationships.
• Customer service skills.
• Solid organizational skills and ability to multi-task with demanding time frames.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.

PREFERRED QUALIFICATIONS

• Experience with a range of human resource functions, such as employment, policy interpretation, Illness and Injury Prevention Programs.
• Thorough knowledge of University budget rules and regulations, processes and procedures

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 has the option to work a hybrid work schedule. 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 occasionally work overtime with little or no advance notice.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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=63785&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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