FCP Administrative Assistant

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant’s behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 04-29-2024

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 Institute of Marine Sciences (IMS) is an organized research unit whose mission is to increase knowledge of the world’s oceans and inhabitants to better understand their economic importance and the impact people have on them. Through this effort, IMS maintains the responsibility to encourage, develop, and support marine research and education and does this by providing research opportunities, resources, facilities, and support for scientists within the institute and with other marine research institutions.

As part of its mission’s efforts, IMS launched the Fisheries Collaborative Program (FCP) to help foster research collaborations between NOAA scientists, UCSC faculty, IMS researchers, and students. The FCP’s research activities include field and laboratory experiments, modeling, and computational studies and they involve marine and freshwater species and habitats where comprehensive studies are being conducted on the ecology and life history of Pacific salmonids and other fishes. The FCP serves to support resource managers (e.g., Pacific Fisheries Management Council), fisheries, and resource science in general.

More information can be found at fisheries.ucsc.edu

JOB SUMMARY

Under general supervision of the Part-Time FCP Assistant Director, the incumbent will help support the administrative and operational needs of the program, including but not limited to grant administrative support, academic and staff human resources, travel, and other financial reimbursement support.

This position is grant funded until June 2025.  Continuation beyond that date is subject to the availability of additional grant funding and a research need.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32/hour.  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: Remote – Off Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

35% – Human Resources Support

• Assists Fisheries Collaborative Program (FCP) supervisors and appointees with academic and staff human resources processes, including but not limited to recruitments, appointments, visas, and separations.
• Assists with on- and off-boarding of new employees.

35% – CIMEAS and IRA Award Support

• Supports required reporting for CIMEAS and IRA projects, which may include tracking of project lead contributions, ensuring all required information is included, and general copy-editing.
• Assists with the preparation of grant proposals and other award documents, as needed.
• Provides copy-editing and review of all final documents for compliance with proposal guidelines and requirements.

30% – General FCP Administration

• Assists FCP supervisors and their direct reports with the preparation of travel forms, entertainment reimbursement forms, direct payment reimbursements, campus recharge forms, purchases using ProCard, Travel Card, or CruzBuy requisitions.
• Monitors changes in campus or divisional policy and procedures, as needed.
• Updates Intranet and emails personnel, as needed.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Related clerical and administrative experience and skills.
• Strong interpersonal skills sufficient to interact effectively, knowledgeably, and courteously with diverse groups of people.
• Strong verbal communication skills.
• Strong written communication skills.
• Strong computer and keyboarding skills, including Microsoft Office, Google Suite, and Adobe Creative Suite.
• Excellent organizational and time management skills and the ability to work accurately and meet deadlines with little supervision.
• Ability to learn, recall, explain and apply specific policies and procedures.
• Ability to exercise flexibility, initiative, good judgment and discretion in handling confidential matters.

PREFERRED QUALIFICATIONS

• Knowledge of UCSC policies and procedures.
• Experience with UCSC systems such as DivData, InfoView, CruzBuy, DocuSign, FileLocker.

SPECIAL CONDITIONS OF EMPLOYMENT

• In order to comply with security measures at the National Marine Fisheries Service (a federal facility on the UCSC campus), the candidate will be required to participate in a federal security clearance, be fingerprinted, and wear a photo I.D. badge.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• The selected candidate has the option to work a hybrid work schedule. 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.
• 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 .

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.

EEO/AA

The University of California is an Equal Employment 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.