SIP Operations Coordinator Job Listing at University of California in Santa Cruz, CA (Job ID 69105)

Description

JOB POSTING

Please note this is a seasonal, temporary position during the summer months while SIP is in session.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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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: 05-30-2024

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 Science Internship Program (SIP) offers high school students the opportunity to spend their summer interning with research groups and labs at UCSC doing research with professors, post-doctoral students and graduate students.  SIP grows each year and most recently placed 315 students in research areas across all five academic divisions to work on current ongoing UCSC research.

More information can be found at https://sip.ucsc.edu

JOB SUMMARY

Under the supervision of the SIP Assistant Director, the Operations Coordinator is responsible for supporting the academic and logistical aspects of the SIP program on the UCSC campus.  The incumbent coordinates logistics and provides administrative support to prepare for a successful summer for the mentors and interns who participate in the program. Responsibilities include responding to student and parent inquiries, playing an active role in the recruitment and admissions season, purchasing materials for year-round and summer needs, providing administrative support to the SIP outreach staff, event support, and providing an active presence in the SIP office during the summer program in support of program needs.

APPOINTMENT INFORMATION

Budgeted Salary: $28.59 - $30.61/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: Core benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri primarily
• Shift Includes: Day, Weekend

Employee Classification: Limited appointment 

Job End Date: 08/16/2024

Work Location: Silicon Valley (Santa Clara, CA)

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Program Support

• Supports the Director and Assistant Director in annual reviews and updates of all parent, student, and academic handbooks and manuals.
• Follows up with all SIP mentors regarding the support for all summer needs and logistics.
• Coordinates any changes, additions, or cancellations to academic and residential activities and events, including weekly transportation, housing reservations, and payments, while effectively supervising student staff during the summer implementation of the program.
• Inputs purchasing requests into a computerized financial information system to create purchase orders.
• Processes direct payment forms for payments, reimbursements, refunds to individuals, entertainment, payments to vendors, and agreement payments. Obtains necessary approvals and supporting documentation.
• Processes invoice payments against purchase orders. Ensures that goods have been received, appropriate online receiver documentation is completed, and that vendors receive payment by the due date.
• Prepares pre-travel and post-travel forms and processes travel advances as directed. Assists staff with travel arrangements as needed.
• Adheres to internal control principles and systems, which include separation of duties when processing financial transactions, appropriate authorization and approval mechanisms, safekeeping of assets, and review of records.
• Maintains a process for collecting and tracking financial transactions for the program. Reviews for accuracy and reports progress on a regular schedule and as requested. Tracks expenditures.
• Oversees program email accounts, websites (including updates and upkeep throughout the year), online application system, and phone inquiries. Ensures professional communication and customer service needs are met.
• Uses application management system during admissions and enrollment periods. Tracks applications, acceptances, and notifications. Exports student data for various tracking and follow-up needs. Provides general support such as retrieving forgotten passwords for students and mentors, re-sending requests for teacher recommendations, etc.
• Coordinates pre-program preparation for accepted interns including enrollment packet collection, tracking, review, and follow-up, sundry email accounts, library access, and lab safety training access, processing, and tracking, and support of Python Tutorial workspace.
• Coordinates tracking of daily and weekly summer program attendance, follow-up for both commuters and residential interns, database use, payment vs. usage, tracking and monies owed, requesting payment, facilitating refunds, and tracking the progress of transactions.
• Tracks hiring paperwork completion for mentors and follows up with mentors to ensure completion of all hiring steps by deadlines and compliance with HR policies.

20% - Event Support

• Oversees program event calendar.
• Assists with coordinating all SIP special events (Opening Day, Closing Day, Community Beach Day, Community picnic) at the direction of the SIP Assistant Director.
• Provides logistical support (room reservations, audio-visual needs, catering, coordination with necessary on-campus units and off-campus vendors, creates programs and invitations, etc.) for SIP events such as Mentor Info Sessions, Mentor Training, Intern Open House, Program Kickoff, Presentation Day, and Closing Day.
• Assists with schedules of intern presentations for Presentation Day, collects and uploads online presentations onto the shared drive, and coordinates with the videographer to collect, organize, and upload videos of student presentations to the website.
• Assists in the coordination of off-site SIP reunions.

15% - Student Recruitment and Outreach

• At the direction of the SIP Assistant Director, updates the SIP student recruitment plan and application process as directed. This includes serving as primary contact for all prospective students, parents, and teachers, attending recruitment conferences and open house school events, and providing information to maintain lasting partnerships with high school educators throughout the world.
• Schedules and coordinates a variety of recruitment efforts including visits to high schools, conferences, and other events to present information on SIP.
• Maintains communication with SIP partner schools throughout the recruitment, application, and acceptance process.
• Exports student data from management systems to collect and record applicant, waitlist, and attendee data.
• Updates alumni contact information and records including college destination, attendance, graduation, and current industry affiliations.

15% - Other Management Duties

• Attends training programs and workshops, as directed.
• Supports efforts of other programs of the University, industry, and other community organizations, as directed.
• Responsible for any other duties as assigned by the Unit Supervisor, including special projects and assistance with support programs as needed, based on availability given the SIP schedule.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Experience coordinating a high-level, high-volume administrative office.
• Demonstrated organization and time management skills sufficient to coordinate and complete a number of competing assignments with a high level of accuracy within established deadlines.
• Excellent interpersonal skills with demonstrated ability to interact professionally, represent the program successfully, and establish and maintain a positive working relationship with constituents such as students, parents, teachers, University stakeholders, and the general public.
• Ability to communicate effectively and respectfully with people from different racial, ethnic, and cultural backgrounds and lifestyles, demonstrating sensitivity to their needs.
• Ability to exercise discretion in handling confidential and sensitive information.
• Demonstrated working knowledge of computer operating systems, peripherals, Google Suite, other graphics and web applications, as well as email and internet access with the ability to learn additional software, as department needs dictate.
• Ability to assist with financial and administrative problems, and communicate with supervisor and other units to solve these problems.
• Ability to cope with regularly shifting priorities at the direction of the supervisor, and to perform accurately and efficiently in a fast-paced environment. Ability to successfully handle details and logical systems to track and follow up on multi-part tasks.
• Ability to manage records and information in hard copy and digital formats.
• Experience producing grammatically correct correspondence and reports in a clear, concise manner, with strong writing skills.

PREFERRED QUALIFICATIONS

• Bachelor degree or equivalent experience.
• Bilingual (Spanish/English).
• Experience working with students in higher education and K-12 settings and general knowledge of the UCSC campus policies and procedures.
• Knowledge and application of general accounting practices to accurately perform bookkeeping, fiscal, and financial transactions.
• Experience with residential programs.
• Knowledge of access and equity issues for historically underrepresented groups in math, engineering, and science education at the national, state, and local levels.

SPECIAL CONDITIONS OF EMPLOYMENT

• 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 work occasional evenings and weekends as directed.
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Ability to move materials, weighing up to 25-30 pounds, with or without accommodations.
• 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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination