Operations Officer

University of California Santa Cruz Santa Cruz, CA Full-time Management

Posted on April 14, 2024

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Operations Officer

Location: Santa Cruz
Job ID: 62721

JOB POSTING

For full consideration for an interview you will be asked to write a narrative response to the following question in the space provided in step 5 of the application: "What professional experiences have prepared you for this position?" We highly recommend preparing your statement in advance of starting your application. NOTE: once your application is submitted, you will not be able to make edits.

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: 01-22-2024

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

As the campus Chief Academic Officer and Chief Operations Officer, the Campus Provost/Executive Vice Chancellor (CP/EVC) is responsible for providing vision and guidance to campus senior leaders as they work to fulfill our campus mission and attain our strategic goals. The CP/EVC works closely with the Chancellor and the campus leadership team to engage faculty in the creation of a vibrant academic and research vision, infuse an entrepreneurial spirit into the creation of new sources of revenue, provide focused leadership to support student success and assure a campus commitment to serving first-generation college students and a diverse student population. The CP/EVC provides leadership in the areas of the campus academic, capital, enrollment and financial planning, policy analysis, and fiscal administration; creating a vision for faculty, student, and staff programs that engage and support the campus. The CP/EVC organization is dynamic, with priorities and issues that evolve and change daily. The team is committed to collaboration, the use of digital tools to create efficiencies, in-the-moment reprioritization, and creating a collegial, optimistic, and forward-facing environment. As representatives of the CP/EVC, all members of the immediate staff are expected to model the UC Santa Cruz Principles of Community in their interactions with senior leaders, faculty, students, and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations, and individuals outside of the UC system.

JOB SUMMARY

Working as a member of a collaborative team of administrative professionals reporting to the director of operations, the operations officer manages and implements the business and operations functions of the Office of the Campus Provost/ Executive Vice Chancellor (CP/EVC). The operations officers also provide various business and operations support to other executive units, including the Chancellor's Office and the Academic Senate Office. The operations officer is a member of the CP/EVC Office operations team. The CP/EVC Office operations team ensures that business, operations, and human resources projects and transactions are handled with professionalism and adherence to policy and with collegiality. The incumbent works on operational and project-based assignments that require the exercise of considerable discretion and independent judgment. Tasks are varied and complex and frequently involve handling confidential or sensitive information. The Office of the CP/EVC is fast-paced and dynamic. Success in the position will require excellent customer service, learning agility, the ability to adapt to constantly shifting priorities, and the facility to remain calm and poised in unexpected situations that require a rapid and accurate response. The operations officers work in a shared work environment, and being able to thrive as a service-oriented team member is critical. The position requires strong organization and communication skills, including tact, discretion, and diplomacy. An appreciation of the diversity of the campus community is a factor for success.

APPOINTMENT INFORMATION

Budgeted Salary: $74,000 -$95,000/annually. 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: Non-Represented

Job Code Classification: ADMIN OFCR 3 (007377)

Travel: Never or Rarely

JOB DUTIES

80% - Business, Operational & Organizational Support

Working with Operations colleagues, performs all actions necessary to ensure smooth business and operations for the office and other units as assigned.
Functions include general office business management, business financials, facilities management, safety and security management, human resources, management of the Chancellor's reception function.
May serve as primary operations officer or backup:
- Ensures adherence to university policies and procedures in all transactions.
- Develops and prepares budgets and financial reports for funding, which may be complex.
- Manages a variety of budgets, including staffing, operating, special projects, discretionary, and gift funds, including tracking budgets and reconciling expenditures.
- Prepares analyses and information for planning and requests for funding and equipment. Delegated signature authority on various accounts. Serves as liaison with the Budget and Planning Analysis unit and other campus units. Supports fiscal closing processes and verifies allocations for subsequent fiscal years.
- Manages and/or processes business transactions and procurement of goods and services.
- Administrates facilities and space logistics. Manages equipment and information technology needs.
- Develops and implements procedures for shared space equipment maintenance in order to keep equipment in good working condition.
- Develops and implements procedures for supplies inventory.
- Uses independent judgment and discretion to grant access cards and keys to building residents. Maintains and updates key and card databases. Retrieves keys and deactivates access.
- Facilitates moves and participates in the on-boarding and off-boarding of unit staff and others as requested.
- Assists in the design and drafting of organizational website content and manages updates to unit website(s).
- Acts as safety coordinator.
- Serves as the building emergency coordinator. Maintains emergency communications programs, coordinates and runs emergency drills, and acts as a liaison to the Office of Emergency Response and to first responders. Drafts and sends correspondence to organizational constituents.
- Serves as the business continuity coordinator.
- Serves as the departmental ergonomic assessor.
- Coordinates and participates in a variety of human resources activities, including recruitments, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit/department. Gathers, analyzes, prepares, and summarizes financial and HR reports.
- Manages the Chancellor's Reception function and shared Kerr Hall spaces.
- Independently responsible for recruiting, hiring, training, supervising, and all related tasks of student employee staff; create student employee job descriptions. Monitor and evaluate performance, provide corrective actions as needed.
- Executes the logistics for special events hosted by the CP/EVC.
- Performs studies for resource plans, including approaches, trends, sources, and uses.
- Serves on committees, representing department/unit.

15% - Analytical and Administrative Support

Provides analytical and administrative support to special projects as assigned.

5% - Professional Development

Engages in Professional Development Activities.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training.
Experience with personal computing applications and computerized information systems with the ability to learn new systems in a highly technical environment.
Knowledge of a variety of administrative operational activities such as event planning, risk management planning, website design, accounting and payroll, and fiscal regulations and guidelines.
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies.
Demonstrated ability to assimilate, interpret and apply administrative policies and procedures and exercise flexibility and good judgement.
Strong problem solving, critical thinking and decision-making skills.
Experience and strong skills in short and long term planning, anticipating and analyzing, devising and implementing solutions.
Experience working with customers to identify needs and support a strong customer service philosophy.
Interpersonal skills to interact professionally with diverse groups of people.
Oral and active listening, persuasiveness, advising and counseling skills.
Good written communication skills.
Excellent organizational and time management skills with the ability to discern priorities work independently and follow through on assignments with little direction using sound judgment, despite competing deadlines and priorities.
Demonstrated ability to work with highly confidential and sensitive materials and exercise discretion and good judgment.
Ability to perform successfully in a collaborative team-based environment.
Demonstrated ability to be agile and adapt to changing priorities, organizational structure, and environment.

PREFERRED QUALIFICATIONS

Leadership skills with the ability to evaluate monitor and motivate staff.
Experience in facilities management.
Experience in risk and/or safety and security management.
Previous experience working in a higher education institution.
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

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.
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

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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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=62721&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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