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: 06-23-2021
Dept Marketing Statement The Physics Department is a dynamic group comprised of instructional and research units and a variety of support programs and facilities. The Department consists of 21 permanent faculty and 10 adjunct faculty who teach and do research, 300 undergraduate physics majors, and 76 graduate students working towards master and Ph.D. degrees. The department boasts outstanding research programs in theoretical and experimental particle physics, astrophysics and cosmology, condensed matter physics, biophysics, and materials physics (including organic photovoltaics). The recent NRC rankings of physics departments ranked UCSC among the top Physics Departments in the U.S and in an analysis of research publications from top U.S. universities, the Physics Department ranked first for the impact of its faculty in the field of physics and fifth in the field of space sciences. The Department is also closely aligned with researchers and faculty in the Santa Cruz Institute for Particle Physics (SCIPP) and the Department of Astronomy and Astrophysics.
Under general direction of the Physics Department Manager, the incumbent independently provides academic and administrative support in these primary functional areas: budgetary support, office management, faculty and instructional support, seminar and colloquia coordination, undergraduate program support, and general office coordination.
Pay, Benefits, & Work Schedule Salary Information: Salary Range: $23.92 - $25.57/hour. Salary commensurate with qualifications and experience. [Step 1.0 - Step 4.0]
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: UC Santa Cruz main campus
Union Representation: Yes - CX Union
Job Code Classification: 004722 (BLANK AST 3)
Job Duties 20% - Financial Support
Maintain and reconcile Department Purchasing Visa Cards.
Maintain knowledge of campus fiscal policies and practices, act as a resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures (Procard, CruzBuy, etc.) Keep internal ledgers.
Research and recommend vendors/prices/equipment; determine most competitive prices; identify substitutes for supplies and low value equipment.
Create purchase requisitions for supplies and services as needed.
Initiate and complete all necessary accounting forms (i.e., check requests, purchase orders, travel expense vouchers, duplicating requisitions, recharge forms, honorarium, direct payment, entertainment, travel expenses, hotel accommodations and reimbursements for speakers, visitors, and host(s) as well as for colloquia and student groups (Society of Physics Students, Physics Forums, and Women in Physics). Using campus and Department financial systems, track actual and projected expenditures to ensure balanced budget. Investigate payment problems and resolve discrepancies.
20% - General Advising Support
Provide assistance to undergraduate adviser as needed in processing petitions on course substitutions, waivers, major/minor declaration petitions, and readmissions.
Develop a general understanding of the department's majors and minors and their various requirements.
Assist with the planning and execution of advising and other departmental events such as summer and fall orientations (including Transfer Day) and the end-of- the-year capstone celebration.
Conduct general office tasks (such as helping faculty with printing/scanning; organizing/cleaning common areas).
20% - General Administrative Support
Provide backup to department staff as needed
Perform general clerical duties to include, but not limited to, word-processing, bookkeeping, copying, faxing, mailing (including mail merges) and filing.
Maintain schedule and calendars for department held space.
Update website contact directories.
Update and maintain Physics Google Calendar.
Prepare and post event flyers and mailings.
Open, sort and distribute incoming mail correspondence, sign for and distribute UPS/FedEx or similarly delivered packages.
Arrange for the repair and maintenance of office equipment.
Maintain office supply inventory.
Coordinate set up of Pharos copy codes for users of photocopy machines.
Assist with special events, such as orientations, welcome functions, research socials, and faculty recruitments.
Answer main telephone lines, serve as frontline resource for faculty, students and the general public.
Assist with reviewing and updating the department webpages, including the faculty web pages.
Compose newsletter and thank you letters to donors for Chair's signature.
Undertake special projects as assigned; conduct research, compile data and/or perform first level analysis of problems, concerns or issues. Resolution of problems and issues will involve independent identification of solution, ranging from routine to innovative, or making a recommendation to the Administrative Manager for decision making.
Other general office duties as assigned by Department Manager or Department Chair.
20% - Seminar, Colloquia, and Faculty Recruitment Support
Arrange travel and lodging for seminar and colloquium speakers, including those coming for faculty recruitment purposes.
Process reimbursements & recharges and track expenses for all costs.
Work directly with each speaker and/or faculty candidate regarding logistics of their visit to include directions, maps, parking info, expense reimbursements.
Maintain seminar web pages.
Maintain seminar Google calendars.
Distribute weekly reminders of weekly talk schedules both electronically and print.
Maintain colloquium email distribution lists.
10% - Curriculum and Instructional Support
Provide general clerical and administrative support to Department Manager and Department Chair.
Assist in coordinating scheduling (quarterly and ongoing) of Physics courses. Enter and maintain data in Campus Curriculum & Leave Planning (CCLP), and provide reports as needed. Update instructor and course information in CCLP as necessary.
Coordinate with Registrar regarding classroom and lab assignments for classes.
Assist with processing course approval and course revision forms.
Assist with maintaining and updating department's internal course catalog and course approval/revision files.
Help support process for yearly awards and scholarships. This includes creating flyers, maintaining website information, tracking deadlines, coordinating with the undergraduate adviser and department committees for review of applications, notifying students, and collaboration with financial aid and divisional offices.
10% - Faculty Support
Familiarize and update new, temporary and current faculty with up to date campus policies and procedures related to all aspects of working at UCSC.
Arrange for instructional desk copies of all text books and maintain department library of back issues.
Coordinate textbook and equipment requests for faculty. Organize textbook inventory.
Assist and serve as back-up for recruitment, appointment, reappointment, merits and promotion for ladder and non-ladder academic employees as well as visa requests for international scholars with academic appointments.
Strong organizational and planning skills, including the ability to set priorities, maintain workflow, meet deadlines for simultaneous projects, and complete a high volume of work with attention to detail and accuracy with frequent interruptions.
Demonstrated successful and increasingly complex administrative experience including but not limited to reception, facilities and materials management, scheduling and financial systems.
Ability to exercise good judgement, flexibility, initiative and discretion.
Experience using computers with speed and accuracy for word processing, spreadsheets, database record entry, electronic mail and internet searches. Ability to learn and use new systems and software programs.
Strong written and verbal communication, interpersonal and customer-service skills sufficient to convey information clearly, concisely, and accurately.
Strong analytical, problem solving and decision-making skills.
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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