Scotts Valley Center Receptionist and Operations Coordinator
Location: Scotts Valley Job ID: 18316
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): 06-03-2021
Dept Marketing Statement In addition to providing Real Estate Services administrative support, the incumbent provides reception and facility support services for administrative staff from four divisions at the UCSC Scotts Valley Center facility: Information Technology Services, University Relations, Business and Administrative Services and Office of Research.
Pay, Benefits, & Work Schedule Salary Range Information: $27.30 - $28.74 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: Days Employee Classification: This is a Career Appointment Job End Date: None Job Code Classification:  BLANK AST 3 Location: Scotts Valley, Module F Union Representation: CX Union
Job Duties 40%: Customer Service and Staff Support
Provide outstanding customer support and a positive first impression for visitors, guests, and callers at UCSC Scotts Valley Center facility.
Answer SVC receptionist phone, transfer calls, answer questions and respond to voice-mails.
Coordinate staff escorts into facility, provide visitor badges, and support facility access policies. Maintain visitor pass spreadsheet.
Assist users at the in-lobby Staff Human Resources computer kiosk. Provide information, advice, and troubleshoot routine technical issues including: internal users of the Learning Management System (LMS) or CruzPay systems; and prospective applicants of the on-line employment application system (TAM).
Accept and process incoming mail and package deliveries.
Receive and distribute checks per established protocols.
Maintain and keep up-to-date the SVC parking pass spreadsheet in accordance with SVC parking policies.
Coordinate reception desk backup coverage and training as needed.
Perform Lyft invoice reconciliation, problem solving and communication with staff as needed.
Assist with new SVC staff on boarding and exiting as it relates to parking pass and building access.
Distribute facility-wide communications of common interest via email or postings; including information related to disruptive building repairs or shutdowns, safety bulletins, changes to policies, etc.
Maintain intranet website containing basic building operations information, and participate in Financial Affairs Website group meeting.
Assist with Scotts Valley Center conference room scheduling, as needed.
35%: Facility Support
Maintain and update Scotts Valley Center Receptionist Procedures Manual.
Act as first contact for facility requests from staff or visitors at Scotts Valley Center, screen all related calls, in person requests and respond to facility related e-mails. Initiate work orders with the Scotts Valley Center Landlord and assign priority levels. Serve as the liaison with Scotts Valley Center departments on facility-related issues and questions.
Maintain facility work order spreadsheet, track work order status, process customer notifications for job starts, job delays and job conclusions. Follow-up with customers on open work orders that have missing or incomplete information.
Provide facility related information to staff, including the operation of basic building systems such as thermostat controls, lighting, and custodial services.
Maintain basic user instructions for conference room systems: audio, visual, and conferencing equipment.
Maintain established security policies regarding facility access and access card distribution.
Perform monthly staff audits, in coordination with all SVC departments, to maintain an up-to-date staff listing and security access list.
Maintain key control system for offices and furniture.
Serve as a permanent member of the safety and disaster coordination team. Coordinate recruitment and training of new members.
Respond to requests for use of space by non-resident UCSC units.
Serve as an interface between UCSC and landlord for Chancellor's House's projects.
Cover MBEST facility support and drive to the location, as needed.
Maintain and update facility link as needed.
Perform ad hoc facilities related duties as assigned.
Submit requisitions for procurement of departmental and/or Scotts Valley Center supplies and services. Process invoices, bills, and rent.
Support departmental reporting to UCOP, campus committees and tax assessor's office.
Compose, review, edit, proofread and format real estate related communications, forms or documents, as needed.
Support maintenance of the department's office of record files by organizing hard copy and electronic Real Estate files, as needed.
Participate in departmental and Financial Affairs trainings and team-building events.
Assist with scheduling Real Estate meetings, as needed.
Attend, take notes and distribute information for various meetings, as needed.
Sort and distribute departmental in-coming mail.
Maintain spreadsheet to track all certificates of insurance and health insurance permits associated with leases and licenses managed by Real Estate Services and request updated certificates.
Maintain spreadsheet to track all Fair Wage/Fair Work managed by Real Estate & Contract Services and request updated certificates.
Provide photocopying, scanning and distribution of documents.
Support maintenance of departmental file room and file storage space.
Provide departmental back-up support, as needed.
Experience performing reception duties in a customer-service focused environment with an emphasis on problem resolution, effectiveness, professionalism, tact and integrity.
Demonstrated ability to communicate, concisely and accurately when giving information to both external clients and internal staff.
Demonstrated computer skills including email communications, work processing, spreadsheets and Google applications.
Ability to write grammatically correct routine business correspondence.
Excellent interpersonal skills, including pleasant telephone manner and ability to exercise tact and maintain effective working relationships while working with a diverse population.
Ability to adhere to strict confidentiality requirements pertaining to sensitive data.
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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