Job Details

University of California Santa Cruz
  • Position Number: 2493046
  • Location: Santa Clara, CA
  • Position Type: Facilities Management


Site Services Assistant - SILICON VALLEY CAMPUS



Location: Silicon Valley
Job ID: 23828

Additional Information
These are fully on-site positions located at 3175 BOWERS AVE. SANTA CLARA, CA 95054.

Two positions with two different schedules are available.  

Notifications
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for all faculty, staff, academic appointees, and students accessing facilities at any UC campus this fall. Employees and students can submit proof of vaccination online or request an exemption.

UCSC Statement
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

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):  09-23-2021

Dept Marketing Statement
The UCSC Silicon Valley Campus 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.

Position Summary

Under supervision of the Operations Manager/Supervisor 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. 

Pay, Benefits, & Work Schedule
Salary Information:  $24.64 - $26.99 / Hourly.  Salary commensurate with skills, qualifications and experience. 

No. of Positions:  2

Benefits Level Eligibility:  Full

Schedule Information: 
Full-time
100% weekly
40 hours weekly
Mon-Fri
Shift Includes Day, Evening
 
Employee Classification:  Career Appointment 

Job End Date:  None 

Work Location:  Silicon Valley 

Union Representation:  CX 

Job Code Classification:  004722 (BLANK AST 3)

Job Duties
30% - Facility Support/Coordination 

Ensure the facility entryway, student lounge, and lobby sitting area are clean, neat, fully stocked throughout the day and present a comfortable environment for students, instructors, guests, make coffee, and 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 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 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 of 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 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 and 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, department or escalated 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; with assistance from on-site security, 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; stock first-aid supplies, health and safety issues for students, staff, and visitors. Act as a contact for facility emergencies; may be responsible for seeking emergency personnel, and adhere to operational security procedures. 

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.
  • Skills sufficient to successfully manage an office with the ability to make sound judgments and decisions independently; effective listening skills sufficient to resolve communication problems.
  • 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 and with 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.
  • Knowledge of or experience working with a PC and standard business software.

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

Special Conditions
  • 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 work a flexible schedule to meet the needs of the classroom facility including evenings, weekends, and restricted vacations during peak periods.
  • Ability to maintain appearance and conduct suitable for working in a professional setting.
  • Ability to become familiar with and comply with specific and detailed safety procedures.

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.  

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 https://www.google.com/url?q=https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html&source=gmail&ust=1631319065597000&usg=AFQjCNEfhg2HH8FQaGC0GaHcoLCtut_Y1Q" href="https://apptrkr.com/get_redirect.php?id=2493046&targetURL=https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html" target="_blank">How to Apply tutorial for detailed instructions on our applicant process. 

 

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. 



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=23828&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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