Department Administrative Assistant

NOTIFICATIONS

The administrative assistant position modality is fundamentally on-campus (not remote). We anticipate a regular one-day per week remote work being feasible for most weeks after successfully completing training.

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 website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 08-20-2025

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

The Science Division embodies all that is UC Santa Cruz, a world-leading public research institution since 1965. We have a reputation for instigating some of humanity's most high-impact discoveries, and for empowering students with immersive research experiences. https://science.ucsc.edu/ This position provides administrative support to one or more departments within the Science Division. The initial assignment will be located in the Department of Chemistry and Biochemistry and the Department of Microbiology and Environmental Toxicology.

More information can be found at: https://science.ucsc.edu/department/chemistry/ and https://science.ucsc.edu/department/metx/

JOB SUMMARY

This position provides administrative support to one or more departments within the Science Division. Under the supervision of one or more department managers, the administrative assistant is responsible for seminar, event, and program coordination, financial transactions, general office administration, web and social media management, and special projects. These duties require staying up-to-date with ever-changing campus policies, procedures, and systems related to all aspects of working at UC Santa Cruz.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38 - $30.74/hourly. 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: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

20% - Seminar and Event Coordination

• Coordinates details of seminar series (minimum 1 per week for each 10 week academic quarter); faculty recruitments (travel, accommodations, reimbursements, publicity).
• Facilitates event planning and coordination, to include some or all of the following: organize event and duties; organize mailing list and mailings, reserve rooms, alert media, arrange catering, complete travel and expense reimbursement.
• Produces and distributes quarter schedule, web schedule, weekly flyers and announcements.
• Evaluates, prepares, processes and tracks all seminar/event expenses/income; prepares post-event reports.

20% - Faculty and Course Support

• Assists department manager with course scheduling and catalog updates, manages room calendars, monitors changes, and provides reports.
• Prepares, distributes, collects and analyzes teaching evaluation forms (online system) and maintains departmental files for each format.
• Provides faculty instructional support, including referrals to appropriate campus instructional resources.
• Collects course syllabi and evaluations from each class each quarter; tracks submissions, maintains archival files.
• Serves as resource to faculty, lecturers and graduate student instructors on quarterly procedures related to teaching (e.g. grade submission, permission codes, copier card program, evaluation system(s), and online evaluations).

20% - Financial Transactions

• Maintains knowledge of campus fiscal policies and practices; acts as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Uses Infoview to create and maintain internal financial tracking spreadsheets. Responsible for informing department manager of foreseeable budget shortfalls.
• Understands proper use of and prepares all forms for business transactions, including purchases, payments, recharges and reimbursements for visitors, faculty, and staff.
• Reconciles monthly administrative accounts and prepares expense reports for department manager.
• Researches and recommends vendors/prices/equipment for various department purchases; determines most competitive prices; identifies substitutes for supplies and low value equipment, purchases, and tracks expenses for ergonomic equipment.

15% - General Administration

• Greets students, visitors, prospective students, parents, faculty, and staff; answers telephone, maintains front office department office by establishing pleasant atmosphere, posting appropriate material, and maintaining order in the reception area. Updates and maintains bulletin, photo and news boards in office and atrium.
• Provides general administrative support for department manager.
• Maintains departmental databases, files, equipment, general directories and student records, and performs the following tasks: manages Copier Program, updates quarterly teaching schedules, maintains volunteer lists and signed forms, updates departmental mailing lists, directories, mailboxes, etc., inventories supplies for classroom support and administrative offices.
• Orders administrative supplies for department; distributes general supplies as needed.
• Oversees, schedules and coordinates administrative and departmental meeting facilities.
• Maintains checkout system for departmental equipment: digital projectors, laser pointers, molecule kits, conference room supplies.
• Maintains departmental storage areas and cabinets in neat, organized order.

10% - Supervision

• Hires, trains mentors and supervises 1-3 student employees (~ 20 hours per week).
• Arranges schedule of student employees: sets up training days, creates schedules and prioritizes daily work for each of the student workers.

5% - Web Management

• Updates and maintains department web pages.
• Coordinates course related materials (links to syllabi, faculty pages) with department site.
• Creates and maintains Department Seminar database and webpage with the most current information.
• Updates faculty related news and events.
• Solicits faculty and research groups for updates to online directory, quarterly office hours; edits associated web pages.

5% - Academic Personnel

• Assists Department Manager with campus recruitment system (UC Recruit) for faculty recruitments and manages records as needed.
• Assists Department Manager with appointment and reappointment dossiers for Lecturer Pool, Research Associate, Research Fellow and visitor appointments.

5% - Special Projects

• Performs other duties and projects at same level of complexity, difficulty, and responsibility as assigned.
• Maintains procedures manual for major functional areas of the job.
• Assists graduate student coordinator and undergraduate advisors on projects.
• Maintains and upgrades administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience and/or training.
• Good organizational skills.
• Good customer service skills.
• Good problem-solving skills.
• Demonstrated experience utilizing good time management skills to work accurately, with interruptions, to meet deadlines.
• Demonstrated experience working with a diverse clientele.
• Demonstrated experience working well both independently and as part of a diverse team.
• Experience that demonstrates flexibility, initiative, good judgment and discretion.
• Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports.
• Experience learning, interpreting for others and applying a variety of policies and procedures.
• Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms, statistical/technical/scientific materials, etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.
• Ability to supervise students, which includes hiring, training, mentoring, assigning work and creating work schedules.

PREFERRED QUALIFICATIONS

• Experience with Macintosh platform.
• Previous experience working with and supervising student workers.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• 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 occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace

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.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.