CIED Operations Coordinator

Title: CIED Operations Coordinator - CAMPUS ONLY RECRUITMENT

Location: Santa Cruz, CA United States

Hybrid

Part Time

Job ID: 86789

Job Description:

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 Center for Innovation and Entrepreneurial Development (CIED) supports the development of an entrepreneurial mindset. CIED helps students incubate their ideas to establish an entrepreneurial mindset that inspires them to succeed in their education, business and life. CIED provides a like-minded community of entrepreneurs and access to founders that support student-led innovation. In addition, CIED also supports entrepreneurship through an academic program that covers intro to entrepreneurship, operational aspects of entrepreneurship and client-facing internships, as well as through business pitch opportunities and talks.

JOB SUMMARY

Under the supervision of the Faculty Director of CIED, the CIED Operations Coordinator uses professional concepts to apply organizational policies and procedures to oversee a variety of ongoing administrative operational issues, administers a defined operational program and analyzes and resolves problems.

The CIED Operations Coordinator is responsible for overseeing the administrative services of CIED while supporting Crown college with the delivery of curriculum and program support and development. The administrative responsibilities under the purview of this position include the following areas; student support, administrative and financial administrative support, event planning and logistics, and support of entrepreneurship curriculum and training programs.

The CIED Operations Coordinator works with all levels of the University from upper administration to students as well as with community members.

APPOINTMENT INFORMATION

Budgeted Salary: $33.79 - $40.37/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:

• Part-time, Fixed
• Percentage of Time: 75%, 32 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus / Hybrid

Union Representation: CX

Job Code Classification: ADMIN OFCR 2 CX (004263), Grade 124

Travel: Never or Rarely

JOB DUTIES

25% - Administration and Program Planning and Support

• Assists and collaborates in the development and maintenance of administrative processes to manage CIED programs and intiatives such as grants research and compliance, internship programs, and tracking of student certificates.
• Provides general administrative support to CIED Faculty Director and Project Manager, including participation in the development of strategic plans, coordination of communications, calendaring, and monitoring Faculty Director's office email.
• In the capacity as the official CIED Record Keeper, maintains CIED filing system, following campus policies on confidentiality, privacy, and records retention. Works with the Office of the Registrar to track and certify student certificate progress.
• Tracks current and past student engagement for fundraising and promotion efforts.

20% - Event Management

• Serves as CIED representative for programs, lectures, and special events.
• Coordinates event logistics; including venue, catering, parking permits and day-of support.
• Develops promotional outreach and marketing materials and assists with event publicity and press releases.
• Works with partners such as Startup Club and Santa Cruz Works to provide logistical support across events.

20% - Student Support

• Supports delivery of the CIED program at the Colleges by serving as a primary contact for students looking for information about the program and also tracking progress toward completion of the Innovation and Entrepreneurship (I&E) certificate.
• Manages student use of the Panetta co-working space. Approves and supports use of space for professional development and CIED events.
• Supports the CIED Program Manager with hiring, training, and supervision of CIED student interns.
• Takes lead on student arrangements to conferences, competitions and other CIED-related travel; assists students with expense reconciliation

15% - Financial Support

• Creates purchase orders for programs, services, and materials using the campus CruzBuy system.
• Processes expenditures and reimbursements, entertainment, travel, honorarium, and equipment rental.
• Advises faculty, staff and students on policies and procedures as needed.
• In collaboration with the Faculty Advisor, develops guidelines and processes for awards, coordinating with units across campus.
• Creates payment and recording systems and facilitates both program awards and contest payments.

10% - Curriculum Planning and Development

• In collaboration with Crown College, coordinates programs and initiatives, such as research, mentorship programs, internships, academic initiatives, student teaching, outreach programs and intiatives.
• Works closely with Crown's team to assist with the delivery of courses, programs, and certificate development.
• Supports delivery of the CIED program at the Colleges by serving as the primary contact for curricular matters and assisting with new course development and approval.

10% - Academic and Staff Human Resources

• Supports Crown College's team to deliver the quarterly schedule of classes and teaching assignments.
• Works collaboratively with College Academic Managers and the Undergraduate Education (UE) Academic Human Resources in faculty and academic staff recruiting and hiring processes.
• Assists new faculty, staff and student hires with onboarding.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and/or equivalent experience and/or training.
• Working knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, human resources, and financial transactions.
• Working knowledge of common computer application programs, including Google Suites, Microsoft Office, Excel and Word and database applications.
• Solid organizational skills with the ability to multi-task, and meet deadlines with demanding timeframes.
• Solid interpersonal skills with the ability to work effectively with with faculty, staff and students from a variety of diverse backgrounds.
• Good and solid verbal communication skills, and active listening skills.
• Good and solid written communication skills with attention to detail.
• Ability to work independently and take initiative.
• Ability to use discretion and maintain confidentiality.

PREFERRED QUALIFICATIONS

• Experience providing support in projects and/or program initiatives
• Experience in working with higher education academic program administration
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

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 a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule.
• Ability to work a variable schedule including evenings and weekends.
• 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.
• 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.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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.