Office Coordinator for Graduate and Family Student Housing
Location: Santa Cruz Job ID: 19446
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.
The Graduate and Family Housing communities provide facilities, services and programs to approximately 275 students and approximately 300 family members at Family Housing. Graduate and Family Housing provides educational programs, personal advising, intellectual, cultural and community building activities and programs and residential services. Graduate Student Housing (GSH) has designated apartments for students who are Veterans.
Under the general supervision of the Associate Director, Affiliated Residential Community Housing, (ARCH), the Office Coordinator for Graduate and Family Student Housing coordinates the day-to-day operation of the office and provides administrative support for staff. This position serves as a primary contact for Graduate and Family Student Housing residents and will provide information on services and programs and assist residents and staff with maintenance issues. The incumbent will serve as the key custodian, perform/oversee complex and high volume purchasing and determines needs for office supplies and equipment. The position will also update and maintain various procedures and manuals and provide administrative support to the Associate Director.
Pay, Benefits, & Work Schedule Salary Information: $23.92 / Hourly
This position is responsible for the assigned operational duties of the Graduate and Family Student Housing Office and will provide frontline reception and customer service for the office to residents and individuals seeking information about services and programs. Works directly with staff, residents and other departments to resolve customer service issues.
Assists residents and staff with a variety of work and maintenance requests and serves as the primary contact between work staff and residents to help ensure resolution of issues while providing courteous customer service. Coordinates annual apartment inspections with facility and custodial units.
Helps to resolve routine problems or issues, making referrals to appropriate campus office or staff while ensuring compliance with the non-release of public information and confidentiality of student information and records.
Establishes and implements office procedures. Routinely reviews, updates, and assists in developing written procedures, office manuals, publications and forms. Edits all correspondence and publications.
Identifies and recommends improvements to current operational processes to the Associate Director and assists in the implementation of changes as appropriate and directed.
Maintains office supplies and equipment. Researches complex and high-volume purchase requests.
Researches issues, collects and compiles information for special projects and reports assigned. May contact campus units or other universities as needed.
Provides coordination and support to the Associate Director on special projects including conferences, trainings and seminars.
Provides back-up to the Housing Coordinator for Family Student Housing (FSH) and Graduate Student Housing (GSH).
25% - Administrative and Clerical Support
Receives, reviews and processes all applications to Family Student Housing. Enters data into the Family Student Housing resident database. Performs and communicates bi-annual waitlist updates.
Ensures that housing related deposits are made in a timely manner and all funds are accurately accounted for. Issues invoicing for lock changes and residential damages not associated with move out.
Performs a variety of administrative duties including typing, filing correspondence, scheduling meetings and recordkeeping.
Drafts and finalizes a variety of forms and notices to customers regarding grounds and maintenance routine and special projects; generates Physical Plant work orders as needed. Manages community facilities check-out process; oversees the calendar, checks out keys to work staff as appropriate.
Provides general clerical support for various Graduate and Family Student Housing staff as well as staff support for resident organizations and programs.
Manages calendars and scheduling of meetings for the Associate Director and other staff as required.
Maintains office inventory, places orders for supplies, utilizing campus purchasing systems, (CruzBuy and ProCard), to process purchase orders and purchase supplies.
Will occasionally utilize a personal vehicle to perform mail and parcel handling and drop-off to other campus locations.
Manages cell phone procurement for FSH/GSH staff as needed. Provides support to student-use computer lab.
Assists in the selection, training and supervision of student office assistants. Assigns daily tasks, monitors work and provides training as needed.
Oversees maintenance of files and records in accordance with university, state and federal government record management guidelines.
15% - Key Management
Organizes, manages and maintains year round distribution of all keys and key systems for Graduate and Family Student Housing in accordance with campus key policies.
Manages key assignments. Maintains and secures key cabinets. Places key orders and receives and logs key replacements. Coordinates the re-keying process when keys are lost.
Maintains temporary key checkout system and assists locked out residents. Trains residential staff on lockout processes and procedures for reporting lost keys.
Coordinates and maintains checkout system for brass keys and Onity key card systems.
Acts as liaison to Campus Lockshop, Key Coordinator, College and Campus Facilities, Edoors security, ITS team and ID card services, as applicable, maintaining all unit practices and protocols.
10% - Residential Life Program Support
Provides support to Residential Life programs. Processes appropriate forms and schedules for various residential services and community programs.
Supports the development of resident communication using desktop publishing software. Coordinates the creation and distribution of flyers for community programming. Coordinates scheduling of community facilities and maintains monthly calendars.
Supports the Community Garden and serves as support for special Family Services events and projects (ex: Harvest Dinner, Welcome Back BBQ, and Family Fair).
Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity.
Administrative support experience and knowledge of general office procedures and standard office equipment.
Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner.
Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
Knowledge and experience using standard computing tools including Microsoft Office applications, spreadsheets, on-line databases, word processing, email, and web-based research tools with the ability to produce letters, reports and letters with speed and accuracy.
Experience in desktop publishing programs and in producing newsletters and flyers.
Excellent editing and proofreading skills (e.g. editing written materials for spelling, grammar, punctuation and style).
Experience in maintaining records and filing systems, inventory and stock maintenance, both manually and computerized with accuracy and attention to detail.
Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions.
Adaptability sufficient to shift among competing tasks, maintain poise in a rapidly changing environment, and consistently meet quality standards and project deadlines.
Ability to learn and utilize new policy, work processes, and computer systems and applications; take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.
Ability to select, train and evaluate student office staff, assigning daily tasks and overseeing work.
Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
Political acumen and diplomatic skills sufficient to work with ethnically and culturally diverse populations in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community.
Selected candidate will be required to pass a pre-employment criminal history background check.
Must possess a valid license to drive in the state of California.
Ability to move materials weighing up to 25 lbs. with or without accommodation.
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.
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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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