University of California Santa Cruz — Special Projects Coordinator

Special Projects Coordinator

Location: Santa Cruz
Job ID: 35706

JOB POSTING
For full consideration, applicants are asked to provide a response to the following question during the application process: What experiences have prepared you for this position? This question appears in the section entitled: Questionnaire-Step 5 of 8.  

 

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

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 IRD for this job is: 06-01-2022

 

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. 

More information can be found here: https://cpevc.ucsc.edu

 

JOB SUMMARY

Working as a member of a collaborative team of administrative professionals reporting to the director of operations, the special projects coordinator provides executive-level support for initiatives and senior leaders within the Campus Provost/Executive Vice Chancellor's Office, including the associate campus provost and assistant executive vice chancellor/ chief of staff, and serves as back up to other support team staff in the office.

The special projects coordinator is a member of the Campus Provost/Executive Vice Chancellor's Office (CP/EVC) direct support team. The CP/EVC's direct support staff actively collaborate with colleagues in the CP/EVC Office, throughout the campus, and systemwide to support the productivity and initiatives of the CP/EVC.

The incumbent is responsible for providing high-level administrative, analytical, data, and project management support, including coordinating executive-level calendars. 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 special projects coordinator uses skills as a seasoned, experienced professional with a full understanding of analytical practices, policies, and procedures; researches, analyzes, and develops solutions to a wide range of special projects. The special projects and initiatives are primarily complex in nature and diverse in scope.

The Office of the CP/EVC is dynamic and fast-paced. Success in the position will require the ability to adapt to constantly shifting priorities, critical and sometimes competing deadlines, and the facility to remain calm and poised in unexpected situations that require a rapid and accurate response. This is 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

Salary Information: Salary Range: $60,000 – $83,400/annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007398 PROJECT POLICY ANL 3

Travel:  Never or Rarely

 

JOB DUTIES

50% Initiatives and Special Projects

In support of the Campus Provost/ Executive Vice Chancellor's initiatives and campus priorities: 

  • Participate in policy and planning committees and working groups. 
  • Develop scope of work, budgets, and reports for project requirements.
  • Plan, organize and identify meeting logistic needs. Provides technical guidance and quality assessment.
  • Develop recommendations to guide and support a broader strategic direction for the campus initiative.
  • Coordinate efforts with a variety of external and internal contacts. 
  • Participate in the preparation of complex proposals, reports, briefings, executive summaries, and other documents for issuance to stakeholders.
  • Coordinate implementation with cross-organizational departments or external entities as needed.
  • Establish and maintain contacts internally and with external constituents for the collection and exchange of data.

30% Administrative and Analytical Support

As a member of a collaborative administrative team, ensure the support needs of the associate campus provost, and other senior leaders as directed by the director of operations, are handled promptly and efficiently. 

  • Work in partnership with the administrative support team to review and prioritize incoming requests and outstanding action items. Collaborates with other divisional and campus staff as needed to ensure campus priorities are met.  
  • Manage an executive schedule(s) to assure a balance between moving priorities forward, attending to urgent issues, and ensuring regular meetings with key constituents and leaders occur.
  • Allocate time and manages scheduled administrative and scholarly events, travel, meetings, and focused time for the completion of critical tasks.
  • Respond to inquiries from faculty, staff, students, and the public on behalf of the leader on a wide variety of matters; handle inquiries with sensitivity and tact, and where needed with confidentiality and discretion.  
  • Using a high level of discretion and diplomacy, investigate issues and problems to provide additional information where needed.
  • Daily review of all emails and meeting notes to identify additional or updated action items. 
  • Maintain a comprehensive database of initiatives and assignments.
  • May organize ad hoc and ongoing large group meetings, including, arrange and manage logistics, agenda development. 
  • Serve as a back-up to the other executive support admin staff during peak workload times or during an absence.

15% Research and Analysis

In support of the Campus Provost/Executive Vice Chancellor's Office:

  • Perform ad hoc, analytical studies on a wide variety of policies, programs, and issues which are complex in nature.
  • Research organizational structures, policies, and procedures. Research and analyze processes and procedures, summarize findings, policies, and organizational structures in order to develop and/or implement changes and provide consultative services to department administrators, partners, and external stakeholders.
  • Research, monitor, and analyze regulations, legislation, research literature, and UC policies for impact on the organization or initiative.

5% Professional Development Activities

Participate in workshops and trainings, professional groups, and organizations in order to enhance skills and stay current on tools.
 

 

REQUIRED QUALIFICATIONS

  • Bachelor's degree in related area and / or equivalent experience and / or training.
  • Thorough knowledge of common computer application programs.
  • Strong written communication skills.
  • Strong oral communication and interpersonal skills.
  • Experience scheduling and managing a calendar.
  • Solid attention to detail and ability to retain information.
  • Solid problem-solving skills.
  • Strong skills in identifying needs, conducting research, analyzing, and synthesizing large amounts of information for preparing sound and relevant reports.
  • Solid organizational and customer service skills to effectively manage multiple priorities. Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities, and short deadlines. Ability to cope with ambiguity and regularly shifting priorities.
  • Strong service orientation.
  • Ability to use high-level discretion and maintain confidentiality
  • Political acumen and sensitivity to the differing perspectives and political circumstances within all levels of the organization as well as external constituencies.
  • Ability to work effectively as a member of a team.
  • Ability to both work independently and as a collaborative member of a team.
  • Ability to obtain knowledge of federal regulations such as FERPA.

 

PREFERRED QUALIFICATIONS

  • Experience managing an executive's calendar.
  • Familiarity with general higher education structure, processes, protocols and procedures.
  • Familiarity with document management systems.

 

SPECIAL CONDITIONS OF EMPLOYMENT

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Selected candidate will be required to complete compliance trainings as directed.
  • The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
  • 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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

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=35706&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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APPLY NOW: https://apptrkr.com/3072067

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