Site Services Assistant - SILICON VALLEY

Location: Silicon Valley
Job ID: 34081

JOB POSTING

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Work location is fully onsite at 3175 Bowers Ave, Santa Clara.

 

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

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.

The IRD for this job is: 04-25-2022

 

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

UCSC Extension in Silicon Valley (UNEX), a division of the University of California Santa Cruz, provides advanced professional education and job training for highly educated adults in Silicon Valley. UNEX is a teaching and research hub that is home to Silicon Valley Extension's professional continuing education programs, Baskin School of Engineering's graduate programs, UC Scout, and Smarter Balanced. In addition to classrooms and administrative and faculty research offices, the Silicon Valley Campus also houses a large Event Space utilized by campus units, government and community partners, and other organizations in the Silicon Valley. UNEX operates year-round and offers approximately 1,200 on-site and remote courses annually.

This position works at a reception desk located at 3175 Bowers Ave., Santa Clara.

More information can be found here: https://www.ucsc-extension.edu/

 

JOB SUMMARY

Under supervision of the Facilities and Operations Manager and working with a high degree of independence and responsibility, the Site Services Assistant is responsible for day-to-day operations at the facility and maintaining a high level of customer service. The Site Services Assistant is responsible for classroom and event scheduling and providing lobby desk coverage for part of the shift.  

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $24.64 - $25.78 / Hourly. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: None

Schedule Information:

• Part-time, Variable
• Percentage of Time: 20%, 8 Hours per Week
• Days of the Week: Saturday
• Shift Includes: Weekend

Employee Classification: This is a Limited appointment

Job End Date: 12/31/2022, with possibility of extension

Work Location: Silicon Valley

Union Representation: CX

Job Code Classification: 004722 (BLANK AST 3)

Travel:  Never or Rarely

 

JOB DUTIES

30% - Facility Support/Coordination 

• Ensure the facility entryway, student lounge, and lobby sitting area are clean, neat, fully stocked throughout the day; present a comfortable environment for students, instructors and guests; make coffee; deal with emergencies. 
• Oversee classroom and conference scheduling for University Extension, Baskin School of Engineering, NLP, Gaming Programs, SV Link, and SCOUT, using the current room scheduling database. Update database information software, as needed.  
• Coordinate with the programming departments to provide classroom equipment and supplies, identify/correct scheduling conflicts.  
• Provide access to office space and classrooms as needed. Responsible for securing/locking rooms used earlier in the day; classroom set-up support when a second person is needed to move furniture and when staff is on vacation or for other absences.  
• Provide program information for Gaming, NLP, Engineering and other UC programs held at the Silicon Valley Campus.  
• Responsible for lost and found, oversight of staff and vendor key checkout system, and receiving materials and maintaining log of items received/picked up from reception.  
• Coordinate/assist with building improvement projects, space layouts, office furniture reconfigurations, and purchasing. 
• May act as a lead role and generate room rental contracts in the absence of the Operations Manager/Supervisor. 
• Operate a copy machine. Provide the supervisor with a monthly report of copies made by each department.  
• Maintain up-to-date job and event postings on bulletin boards.  
• Perform ad hoc duties and projects as assigned by the Facilities and Operations Manager. 

25% - Administration 

• General office tasks for a full range of office and systems support including: creation of documents using Word and spreadsheets using Excel; enter data and generate reports using computer and on-line systems; use email and voicemail for daily communication. 
• Create and maintain signage for classroom doors and front lobby directory; enter data into UCSC Extension's Information Repository HubSpot and create a feedback loop. 
• Assist Student Success team by ensuring that transcript requests, concurrent enrollment forms and other documents turned in to reception comply with UCSC Extension guidelines and procedures. 
• Primary CruzBuy user and purchasing agent for the Operations department. Prepare yearly purchase orders for a variety of facility related services.  
• Purchase office supplies for staff and classrooms, recharge departments as needed. 
• Responsible for cell phone acquisitions and billing.  
• Manage USPS (sort and route incoming US mail) mail station meter and maintain service and supplies, replenish funds. 
• Manage copy machine acquisitions, leases, maintenance, and supply inventory. 
• Attend staff training and other meetings in accordance with UNEX guidelines.  
• Create building access cards for new staff, take pictures, and apply appropriate access permissions. 
• Provide clerical support for the Operations department; Ad hoc duties as assigned. 

25% - Customer Service 

• Function as first point of contact (including but not limited to on-site/in-person, phone and digital contact) for students, staff, instructors, several outside vendors, contractors, and suppliers regarding facility requirements, amid frequent interruptions; manage follow-up. 
• Provide strong customer service, utilizing pleasant and professional telephone etiquette while operating a multi-line telephone system in order to receive and route phone calls. Provide reception desk demeanor, and communicate information clearly, concisely and accurately. 
• Respond to a variety of questions and refer more specific or technical questions to the appropriate individual or department, or escalate problems to supervisor as needed, exercising thorough understanding of the organization, mission, and administrative procedures. 
• Provide general information (utilizing UCSC Extension's internal information system) about inquiries regarding programs, courses and events, enrollment policies, fees, refunds, grades and transcripts.  
• Assist students to reset password accounts, and troubleshoot basic online technical issues such as but not limited to logging into the Canvas learning management system, student portal, or enrollment issues, and respond to interactive live chats via a Live ChatBot feature on the UCSC Extension website.

20% - Health and Safety 

• Serve as a member of the Emergency Response Team (ERT). Participate in AED, CPR, and other health and safety training; follow security regulations to ensure the protection and safety of University staff, students and property; ensure students and other visitors are safely out of the facility at the end of the evening. 
• Responsible for the overall security and safety of the classroom and administrative facility; maintain inventory of first-aid supplies/stock supplies; respond to health and safety issues for students, staff, and visitors. Act as a contact for facility emergencies; may be responsible for seeking emergency personnel.
• Assure compliance with Americans with Disabilities Act (ADA) and all state and university environmental health and safety policies and procedures. 
• Act as UC Extension and Scout Ergonomics Specialist, providing assessment and purchase of ergonomic furniture and equipment, submit ergonomic documentation to UCSC.

 

REQUIRED QUALIFICATIONS

• Strong customer service skills (high volume, busy work environment), including pleasant and professional telephone (ability to use and operate a multi-line telephone system) and reception desk manner, with ability to communicate information clearly, concisely, and accurately. 
• Effective listening skills sufficient to resolve communication problems.
• Skills sufficient to successfully manage an office with the ability to make sound judgments and decisions independently.
• Knowledge of or experience working with a PC and standard business software.
• Experience using Microsoft Word and excel and related software; ability to create basic spreadsheets. 
• Ability to adhere to strict confidentiality requirements pertaining to sensitive data. 
• Interpersonal and communication skills sufficient to interact effectively and sensitively with diverse groups of individuals and to resolve conflicts with tact and sensitivity. 
• Excellent organizational skills sufficient to establish priorities and complete assignments within a timely manner. 
• Strict attention to detail.
• Knowledge and experience in setting up and connecting audio-visual equipment.
• Demonstrated ability to work effectively independent and as part of a team. 
• Ability to work under the pressure of deadlines with frequent interruptions. 

 

PREFERRED QUALIFICATIONS

• Demonstrated leadership skills. 
• Experience working in a higher education or continuing education setting. 

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check. 
• Ability to move materials weighing up to 50lbs. with or without accommodation. 
• Ability to work long periods of time at a computer with or without accommodation.  
• Ability to become familiar with and comply with specific and detailed safety procedures.
• Ability to work a flexible schedule to meet the needs of the classroom facility including evenings, weekends. Vacations will be restricted during peak periods. 
• Ability to maintain appearance and conduct suitable for working in a professional setting. 
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

 

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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

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.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=34081&PostingSeq=1

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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