IAS Administrative Assistant

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 04-14-2025

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 the Arts and Sciences (IAS) is the premier visual arts organization at UC Santa Cruz, originating groundbreaking art and social justice initiatives. With galleries located in the city of Santa Cruz, the IAS's national-caliber art exhibitions, events, faculty collaborations, student internships, and other arts-based programming creatively educates students and the public about urgent issues impacting our society.

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

JOB SUMMARY

Under the direction of the IAS director, the IAS Administrative Assistant provides administrative support to staff and faculty PIs collaborating with the IAS director. This work includes: learning and using UCSC payment systems; processing and tracking all expense reimbursements; submitting orders through procurements; making travel arrangements; processing travel payments and reimbursements through university systems; and performing a variety of administrative functions. The IAS Administrative Assistant also provides logistical support for events and exhibitions.

APPOINTMENT INFORMATION

Budgeted Salary: $34.20-$37.30/ hourly. 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: 03-01-2027

Work Location: Hybrid, 100 Panetta Ave, Santa Cruz

Union Representation: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

50% - Provide financial support for IAS programs and those developed with collaborating faculty PIs

• Maintain a thorough understanding of all general unit financial process, policies, and procedures, in adherence to all University policies and procedures.
  Attend trainings for use of specialized university payment systems, and utilize those systems according to campus policy.
• Process payments, procurements, and reimbursements for IAS staff and collaborators, and visitors in a timely manner, in accordance to campus policies.
• Assist in submitting and maintaining accurate financial records for timely action or retrieval of those records for audit or other purposes.
• Communicate financial policies to IAS guests and collaborators.
• Maintain records and accounting processes for grants, in collaboration with the Office of Sponsored Projects.

20% - Provide travel support for IAS guests, staff, and collaborators

• Process all travel arrangements, payments, procurements, and reimbursements for IAS staff, collaborators, and visitors. Process travel paperwork, payments, and reimbursements in a timely manner, in accordance to campus policies.
  Communicate professionally with IAS guests, staff, and collaborators about all travel logistics and payment information.

20% - Provide event support

• Work with IAS staff and faculty PI to schedule events and other programming.
• With IAS event team, determine vendors and payment processes for exhibition openings, speaking engagements, and other events.
• Aid in event planning, including communicating with vendors and participants about logistics in a professional and timely manner.
• Provide assistance during events when staffing is needed.
• Assist with event communication, including emails and social media, as needed.

10% - Aid in communications and correspondence.

• Prepare correspondence for IAS director and faculty PIs in regard to public and education programming.
• Assist in the maintenance of the IAS website.

REQUIRED QUALIFICATIONS

• Bachelor's degree and/or equivalent experience.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet, and database applications
• Requires good verbal and active listening, critical skills.
• Requires written communication skills.
• Requires critical thinking and time management skills with the ability to multi-task.
• Requires budgeting and accounting skills.
• Requires event planning and coordination skills.
• Requires interpersonal skills and the ability to collaborate
• Demonstrated commitment to embracing diversity in all its forms and striving for an inclusive community that fosters an open, enlightened, and productive environment.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. 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.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
  Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

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.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.