Administrative Assistant to the Associate Dean of Silicon Valley

Full-time, in-person position located in the Silicon Valley.

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

• How to Apply
• Troubleshooting
• Tips for Applicants
• FAQ's

INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. 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: 12-17-2024

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 Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world renowned hub for research and innovation.

We champion new ideas, foster collaboration, and uphold the UCSC Principles of Community.

JOB SUMMARY

Under the supervision of the Associate Dean of Silicon Valley, the Administrative Assistant will support a wide range of administrative and logistical duties for the Lab Director, Program Director and Associate Dean of Silicon Valley Engagement. Responsibilities include office coordination, task management, scheduling, event coordination, purchasing, preparing and processing travel requests and reimbursements, supporting internal and external communications and compiling relevant information for projects, presentations, and strategic initiatives. The position will be full-time and in-person at the Silicon Valley campus.

APPOINTMENT INFORMATION

Budgeted Salary: $28.47 - $30.43/hour. 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: None

Work Location: Silicon Valley (Santa Clara, CA)

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

30% - Administrative Support for the Prof. Lane's Lab

• Coordinate lab meetings, manage scheduling for research-related activities, and handle communication with lab members.
• Assist with the preparation of documentation for ongoing projects.
• Organize and track lab purchases, equipment inventory, and ensure timely processing of supply orders.
• Support grant application processes by compiling necessary information and ensuring timely submission.
• Serve as the main point of contact for internal and external communications related to lab activities.

30% - Administrative Support for the NLP-MS Program

• Manage schedules for program-related events, including faculty meetings, student sessions, and guest lectures.
• Coordinate program logistics such as student records, maintain communication with students and faculty, and assist with program materials.
• Assist in organizing and executing events related to the program, including seminars, workshops, and conferences.
• Track and manage documentation, ensuring compliance with academic and institutional policies.
• Handle program-related travel requests and reimbursements for staff, faculty and guest speakers.

30% - Administrative Support for the Associate Dean of Silicon Valley Engagement for Baskin Engineering

• Assist with coordination and execution of engagements, partnerships, and events related to Silicon Valley industry partners.
• Support the Associate Dean by maintaining contact with external partners, scheduling meetings, and managing follow-up communications.
• Prepare materials and briefings for strategic initiatives and presentations for leadership and industry stakeholders.
• Assist with the organization of meetings and events that align with the engagement strategy of Baskin Engineering in Silicon Valley.
• Coordinate travel logistics and reimbursement processes for engagement-related activities.

10% - General Administrative and Event support for BE Silicon Valley

• Assist with the planning and execution of school-wide events, workshops, and conferences in Silicon Valley.
• Manage general office tasks such as handling inquiries, organizing files, and maintaining the office calendar.
• Coordinate logistics for visiting faculty, industry professionals, and speakers attending events.
• Ensure smooth execution of day-to-day operations, including purchasing, supplies management, and liaising with internal teams for support.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Strong interpersonal skills, including tact, diplomacy and flexibility to work effectively with students, staff, instructors, and the general SVC campus community, with the ability to maintain composure in complex and stressful situations.
• Ability to plan, organize and carry out special events with attendees ranging from 10-200.
• Excellent writing skills including excellent knowledge of grammar, sentence structure and punctuation.
• Excellent verbal and listening communication skills.
• Related experience scheduling, promoting, and implementing short- and long-term plans and functions.
• High level computer skills with demonstrated experience using information systems (or other relational database system), programs include Google suite and Microsoft Office.

PREFERRED QUALIFICATIONS

• Four-year degree or equivalent experience and education.
• Related experience in continuing education or higher education.
• Demonstrated ability to budget, schedule, support, and promote academic courses of a complex nature with differing content and objectives.
• Familiarity with posting organizational updates or marketing messages on social media and websites.
• Familiarity with AI/NLP technologies, such as personal assistants.
• Demonstrated ability in providing administrative support within a medium to large organization.

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 all scheduled hours on-site.
• 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 travel to multiple work locations on and off campus.
• Ability to travel within a defined regional or service area.
• 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.

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 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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination