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.
Initial Review Date (IRD): 07-05-2021
Dept Marketing Statement Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Business and Administrative Services (BAS) division at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, employee housing and capital planning, dining services, conference services, early education services, the Bay Tree Bookstore, ID card services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.
UC Santa Cruz Dining is instrumental in the success of our students as well as providing services to staff, faculty and guests of the campus. Our mission is to be committed to: creating a diverse, safe, fun and trusting environment for our guests and team; building an innovative dining program providing high quality service and food while embracing social, nutritional and financial responsibilities.
Under the general supervision of the Catering Manager, the Catering Administrative Assistant will provide direct financial and administrative support in all areas of Catering Operations such as customer service, event planning, financial research and reporting, cash handling, file maintenance, meeting planning, correspondence and communication.
Pay, Benefits, & Work Schedule Salary Information: $20.89 / hourly
No. of Positions: 1
Benefits Level Eligibility: Full Benefits
Schedule Information: Full-time, Fixed 100% weekly 40 Hours weekly 5 Days of Week Shift Day
Employee Classification: Career
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: CX
Job Code Classification: 004723 - BLANK AST 2
Job Duties 50% - General Administration Support
Customer Contact: provides friendly and courteous service in a professional and timely manner. Gathers information from prospective customers, taking detailed notes forwarding information to Catering Manager.
Interfaces with customers via telephone, fax and email, to receive UCEN/Catering event details. Takes initiative to ask follow up questions, to thoroughly assess customer needs for events. Meets with customers in person, when appropriate. Forwards information to Catering Manager. Provides phone and other customer contact backup to the Catering Manager for University Center & Catering.
Provides office support and back up, screens calls and takes messages on behalf of the Catering Manager. Requires independent judgment in handling a variety of issues, taking the necessary measures to resolve issues in an appropriate, professional, and customer-oriented fashion.
Establish and maintain hard copy and electronic files for the University Catering Department; including the development of a master directory for paper files; selects appropriate location of document(s) to be filed, regular filing, maintaining index, tracks all files leaving the office, and upon request searching for materials in files.
Uses a variety of software programs and applications to produce documents and draft routine correspondence, memoranda, reports, letters; edits and proofread catering contracts, menus and fliers.
Collaborates with University Dining Services and CHES marketing teams as directed by the Catering Manager to assist in special marketing projects and/or publications.
As directed conducts research projects, summarizes findings, formulates preliminary conclusions and recommendations.
Attends and participate in meetings. Contribute regularly to the continual assessment and improvement of fiscal and office procedures and policies.
45% - Financial Administration
Ensures the completion of financial transactions accurately and timely.
Collaborates with Catering Manager in the drafting and production of event agreements; follows up for all required signatures, payments, etc. Responsible for accurate and timely filing of event agreements, customer information and other records for both UCEN/Terra Fresca and University Catering.
Creates and enters data into internal databases or spreadsheets for expense and income reporting. Tracks and reconciles transactions to source documents; assists in obtaining necessary approvals and supporting documentation while adhering to internal control principles and systems.
Develops and maintains various reports for Catering and/or University Center as requested by the Catering Manager or Unit Manager for Hospitality.
Provides research and input from various computer software programs, including on-line reservation tools, event planning software, Food Pro, Micros, CBORD, Microsoft Office & Google Suite.
5% - Other Related Responsibilities
May drive campus owned vehicles and as needed personal vehicle to perform duties outside of office such as, but not limited to Catered events, training, quality control within locations, cashier deposits and other driving related duties as assigned.
Other duties as assigned.
Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, and integrity.
Strong demonstrated professional administrative and reception skills with knowledge of standard office procedures and equipment.
Experience analyzing accounting data, identifying accounting related problems and performing detailed reconciliation.
Demonstrated ability to effectively communicate (in person, on the phone, on-line) courteously, accurately, with campus constituents and the general public to present the organization in a positive manner.
Excellent interpersonal skills with the ability to establish and maintain supportive relations with co-workers, colleagues, and customers and to consistently provide quality service.
Knowledge and experience using standard computing tools including Microsoft Office Suite applications, FileMaker Pro, on-line databases, email and web-based research tools.
Ability to exercise good judgment and make informed decisions in a fast-paced working environment with constantly shifting priorities.
Excellent organizational and time management skills sufficient to work independently in a fast-paced work environment with constant shifting priorities.
Writing skills necessary for clear, concise correspondence both paper and electronic.
Good record keeping skills with attention to detail.
Demonstrated ability to utilize discretion and good judgment and manage confidential information.
Ability to work with individuals from diverse ethnic and cultural backgrounds with sensitivity and professionalism.
Ability to work effectively as a team member and to maintain a professional and business-oriented office environment while supporting our customer service philosophy.
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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