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 Initial Review Date (IRD) for this job is: 01-18-2021
Dept Marketing Statement University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.
We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.
The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.
We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every one of the qualifications for the position but may have transferable skills and experiences.
Reporting to the Vice Chancellor, University Relations (VC-UR), the Executive Director, Information Management (ED-IM) establishes goal, objectives, work plans, and delegates assignments to subordinate managers. The ED-IM is responsible for managing, preparing, administering, and directing resources allocated to Information Management both as a part of the regular budget cycle and special project allocations. The ED-IM is involved in directing, developing, modifying, and executing policies, procedures, and decisions that affect immediate operations in Information Management, University Relations, Information Technology Services (ITS), and the campus community.
Specifically, the ED-IM manages and leads a team of directors, associate directors, technical, and support staff, who are responsible for the supporting development and alumni relations, to ensure the accurate and timely handling of gift/donor information by processing and management of gifts/pledges/payments and constituent demographic information. Manage division systems, provide support and training, reporting and analytics, and business process analysis and implementation. The ED-IM is responsible for developing and implementing a vision focused on streamlined and automated technical solutions and services to the division of University Relations and campus as a whole. This position proactively works to improve the integrity and availability/accessibility of systems, reports, processes, and data for University Relations and campus purposes.
The ED-IM undertakes a variety of cross-organizational projects, including working with principal and senior officers on campus and system-wide initiatives and committees. The ED-IM is responsible for making and implementing decisions in the areas of unit resource management, financial management, human resources, resource planning, compliance, long range strategic planning and goal setting, performance management and measurement and business process design and implementation. The position entails independent decision-making on highly complex issues, with decisions having a controlling impact on end results. The ED-IM works as part of an integrated leadership team in University Relations developing goals, strategies, staff, resource allocation, and best practices for an organization of service excellence. The incumbent should be an experienced leader with a successful career and proven experience in change management, process improvement, systems implementation, data management, and systems and software support of fundraising with support to University Relations partners and units, such as communications, Development, Government and Community Relations, Events, Donor Relations and Stewardship, Prospect Management, and Alumni Relations.
This role creates partnerships throughout campus, the UC System and the Higher Education field in general, to maximize available best practices, information sharing, data, reporting, and system integrations for the benefit of University Relations, the campus community and the UC System. The ED-IM works closely with counterparts in ITS, Admissions, the Registrar, Student Success, the Data Warehouse, and other key campus partners in developing and implementing protocols, policies, tools, and systems that support systems and data needs campus-wide.
Pay, Benefits, & Work Schedule Salary Information: Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: Scotts Valley
Union Representation: None
Job Duties 50% - Information Management
Lead team in analysis of current business practices, protocols, processes, procedures, training, support, and system solutions that serve University Relations and the campus
Oversee the establishment, enforcement and monitoring of business process controls designed to safeguard the integrity of our donor and financial data and protect assets, in cooperation with our finance function. Serve as the final authority on any such practices
Research and keep abreast of current best practices and technology. Proactively identify and articulate future business and technical data management opportunities and architectures. Create comprehensive proposals and budgets for projects
Working with University Relations staff and leadership, identify opportunities for improvement and recommend changes to policies, procedures, systems, training, and support models, and manage implementation accordingly. Work closely with partners in ITS and Data Warehouse teams to ensure existing systems are incorporated into solutions
Develop, implement, and oversee a team that functions in a model of continuous process improvement. Provide tools and training that maximize team efficiency and efficacy for all tasks, assignments, and areas of responsibility
Oversee the integrity of the information in the database and that all policies and procedures regarding data management and requests are documented and are being handled expeditiously, correctly, and in a consistent manner
Oversee the integrity and functionality of all University Relations systems. This includes related system training, support, business analysis, applications, and the main UR database
Develop and implement performance metrics and review against unit objectives to measure and articulate success of unit as a whole
Develop and monitor operational budget, staff FTE, finances, and human resources. Establish and assure adherence to budgets, special project funding, schedules, work plans, and performance requirements. Regularly update team and division on progress related to projects and work assigned to Information Management
Function as chief communications officer for Information Management creating and implementing regular communications for division and campus on projects, work assignments, significant changes, and other communications as identified
Serve as primary point of contact for UR that are implementing new processes, strategies, systems, or forms to ensure that these transactions and/or functions can be accommodated within current resources or systems and can be processed efficiently and accurately
Provide backup support to the Director of Data Management and the Director of Information Systems as needed. This includes but is not limited to vendor support, team supervision, data governance, campus gift solicitation, acceptance and processing questions, reporting, and UCOP inquiries
Serve as Chair of the University Relations IT Prioritization Committee (UR ITPC) that coordinates, prioritizes, and implements campus and University Relations technical projects
Serve as Chair of the Data Priorities Task Force responsible for identifying data priorities and needs for the division and campus. Build a strategy around shared data ownership and to increase the amount of data available to the campus community through improved tools, training efforts, and building stronger partnerships.
Serves as Lead Project Manager for the CRM implementation Project. Oversees the duties involved to identify, scope, secure approval and funding, and implementation of a new CRM. Serve as manager to project implementation team, including all hiring and management of all positions related to the implementation. Regularly interact with senior campus management to advise, manage, and implement policies, procedures, technical and reporting solutions, and other issues as identified that impact multiple functional areas.
30% - Division Management
Participate as a member of the University Relations Leadership Team. This includes strategy recommendations around initiatives, issues, personnel, budget, systems, policies, and procedures. Provide leadership specifically on issues that pertain to technical and operational solutions that affect immediate and long-term operations.
Provide project management oversight for all projects directed by the VC-UR and regularly report on progress. Manage assignments that regularly require in-depth knowledge of organizational (both division and campus) objectives.
Maintain liaison and develop links with other university departments that do or can assist in the collection and analysis of relevant data (e.g. Admissions, Registrar, Student Affairs, Staff Human Resources).
Represent the VC-UR as assigned on campus committees, task forces, or other work groups.
Represent UC Santa Cruz as assigned on UCOP or external committees, work groups, or task forces.
20% - Unit Management
Instill strong management practices among subordinate managers to create a culture of teamwork, effective collaboration, and timely achievement of objectives, This applies to the Information Management team, the division of University Relations, and the campus as a whole.
In consultation with the Senior HR Operations Manager, responsible for unit HR management including but not limited to employee performance reviews, retention, staff development programs, and implementation of quality improvement practices. Specifically:
Provide leadership, supervision and development for staff within the group as individuals and as a team.
Orient, train, mentor, coach and develop staff members, encouraging an appropriate level of independence and supporting professional growth.
Determine staffing needs, design jobs, write/update job descriptions, allocate staff and assign duties accordingly, consistent with the budget, organization structure and workload demands. Recommend hiring of new employees, salary actions, corrective action, and performance evaluations. Plan for succession and staff turnover.
Identify the current and long-term development/training needs of individuals and groups, including technical and interpersonal skills, and provide or facilitate access to appropriate learning opportunities.
Develop an annual training plan for self and team. Approve professional development expenses.
Establish, communicate, monitor, and reinforce staff accountabilities and performance expectations. Perform an annual performance evaluation.Develop and implement systems for identifying and satisfying communication needs of staff, including organizing and leading staff meetings.
Foster a positive work environment, characterized by open communication, collegiality, support, accountability and motivation to optimize staff performance, satisfaction/morale and retention.
Bachelor's degree in related area and / or equivalent experience / training.
5+ years of experience managing an information technology organization, or an equivalent combinationcombinaton of education and experience.
Strong demonstrated leadership ability; able to manage a large unit and also interact effectively with staff at all levels within the university.
Strong customer service focus.
Self-starter, ability to work independently, possesses entrepreneurial approach to work with orientation to results.
Excellent analytical and problem-solving skills; ability to exercise sound judgment.
Experience in higher education advancement services; knowledge of university financial and administrative policies.
Experience with fundraising and relationship management systems and managing the data stored in these systems.
Proven ability to set priorities and achieve timely progress toward goals is essential.
Knowledge and firsthand experience in continual process improvement and system analysis.
Strong organization, written and communication skills with ability to communicate effectively with staff of varying technical ability.
Experience overseeing customer support and training to users of information systems and related processes.
Demonstrated experience and skill with supervisory, management, and leadership to effectively recruit, select, train/motivate and evaluate staff performance.
Demonstrated experience and extensive technical knowledge of system administration, database management and reporting, networking, programming, and documentation techniques in a decentralized environment.
Knowledge of university gift processing and acceptance policy and administration environments and associated IRS regulations and financial standards for gifts including endowment.
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work occasional nights and weekends as required.
Ability to work long periods of time at a computer with or without accommodation.
Will be required to complete Title IX (Sexual Harassment) training every two years.
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 know 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 to this job opening. Do not attach any documents to 'My Activities'. Select How to Apply for more instructions and information.
EEO/AA 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.
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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