Science Internship Program (SIP) Program Manager

HOW TO APPLY

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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: 01-06-2025

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

Creating Equity in STEAM (CrEST) is a department within the UCSC Silicon Valley Extension (UNEX) division. CrEST's mission is to provide life-changing experiential learning programs that build self-confidence, foster equity, and inspire impactful change in our world. CrEST provides students and educators of all ages around the world access to experiential learning opportunities. CrEST's programs include Shadow the Scientists (StS), Python and Research (PyaR), R and Research in Computational Biology (ReComBio), and the Science Internship Program (SIP).

This position works within SIP, which offers high school students the opportunity to spend their summer (mid-June to mid-August) at UCSC, participating in open-ended research with professors, post-doctoral students and graduate students alongside 300 other Interns from around the state, the country, and the globe. In 2024, Interns participated in research across 26 academic disciplines such as astronomy, chemistry, psychology, literature, and linguistics to work on active UCSC research projects. Review the program website (https://sip.ucsc.edu) for more details about SIP.

Under the general direction of the SIP Assistant Director, the SIP Program Manager is responsible for planning, developing, implementing and advising on SIP and its programs, services, activities and processes for high school student Interns including residential life, student conduct, identity-based matters, sexual violence, leadership development, and other student resources. The SIP Program Manager lives on the UCSC campus during program delivery (mid-June to mid-August).

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

JOB SUMMARY

In this inaugural role, the Science Internship Program (SIP) Manager will use their knowledge and skills as a seasoned, experienced Student Services professional, to perform the full range of duties and responsibilities within a high school focused, experiential learning specialization. They will manage daily program activities, lead promotional activities, oversee summer residents and staff, conduct long-term program planning and evaluation, assess situations and determine appropriate action or referral. They will work independently under general supervision to provide information and interpretation of complex policies, procedures and regulations; and identify and respond to student needs for programs, services, and crisis intervention.

APPOINTMENT INFORMATION

Budgeted Salary: $69,150 - $74,880/year. 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, with occasional evenings or weekends
• Shift Includes: Day, Evenings, Weekend

Employee Classification: Career appointment

Job End Date: None

Work Location: Silicon Valley (Santa Clara, CA)

Union Representation: Non-Represented

Job Code Classification: 004564 (STDT LIFE DEV SPEC 3)

Travel: Up to 25% of the time

JOB DUTIES

30% - Administrative responsibilities in support of program activities

• Performs the full range of administrative activities year-round in support of the Science Internship Program and / or its residential complex while in-session (mid-June to mid-August).
• Coordinates any changes, additions and/or cancellations to academic and residential activities and events, including weekly transportation and housing reservations and payments.
• Monitors daily and weekly summer program attendance and follow up for both commuter and residential Interns.
• Provides logistical support (facilities reservations, audio-visual needs, catering, etc.) for SIP events such as: Information Sessions, Open House, Program Kickoff, and Presentation Day.
• Manages the program's email account, responds to phone inquiries throughout the year, maintains the program's website, and ensures customer service needs are met.
• Assists with coordinating all SIP special events (e.g. Opening Day, Closing Day, Community Picnic, Field Trips) in consultation with SIP Assistant Director.
• Assists with planning the order and schedule of Intern presentations for Presentation Day, collects and uploads presentations onto shared drive and website.
• Assists in planning and coordination of the SIP Reunion event.

20% - Program-wide planning, finances & stewardship

• Establishes operating calendar for upcoming program cycle, and manages event calendar.
• Supports Assistant Director in annual review and update of all participant and program handbooks and manuals.
• Provides reports and metrics on feasibility of new and current programs. Recommends new programmatic opportunities. Participates in long range planning and development of new initiatives.
• Develops and maintains a process for collecting and tracking financial transactions for the program. Adheres to internal control principles and systems, which include: separation of duties when processing financial transactions, appropriate authorization and approval mechanisms, safekeeping of assets and review and reconciliation of records
• Reconciles program financial transactions against campus fiscal reports; reviews for accuracy and reports progress on a regular schedule and as requested; provides summary analysis and track expenditures.
• Inputs purchasing requests into a computerized financial information system to create purchase orders. Processes invoice payments against purchase orders. Ensures that goods have been received and appropriate on-line receiver documentation is completed and that vendors receive payment by due date.
• Processes direct payment forms, individual refunds, reimbursements, vendor payments, and agreement payments; obtains necessary approvals and supporting documentation.

20% - Student Recruitment, Admissions, & related Partnerships

• In collaboration with the Assistant Director, continually improves and participates in the recruitment plan and application process for the high school participants. This includes serving as primary contact for all prospective students, parents, and teachers; planning and attending recruitment conferences and open house school events; and providing information about SIP to maintain lasting partnerships with high school educators.
• Develops and maintains relationships with internal and external organization stakeholders critical to program success.
• Maintains communication with SIP partners throughout the recruitment, application and acceptance process.
• Uses an application management system during admissions and enrollment periods; tracks applications and acceptances; manages student placement in the program and notifies them of their acceptance and placement; exports student data for various tracking and follow-up needs; sends request reminders for teacher recommendations, etc.
• Collects enrollment packets and ensures completeness; manages sundry email accounts, library access, and lab safety training access.
• Maintains accurate CRM Data. Updates alumni contact information and records including college destination, attendance graduation, and current industry affiliations.

15% - Resident Assistant recruitment, training, coaching & supervision

• Resides on campus on all scheduled working days or evenings during program (typically about 8 weeks from mid-June to mid-August).
• Actively participates in Residential Assistant interviews and supports the Assistant Director to make hiring decisions.
• Tracks hiring processes and paperwork for approximately 25 in-session, summer Residential Assistants and follows up to ensure completion of all hiring steps by deadlines and compliance with HR policies.
• Plans, implements, and participates in comprehensive training and education for new and returning Resident Assistants, including ongoing staff development and in-service training.
• Directs, coaches and supervises Resident Assistants while in-session.
• Facilitates individual and group meetings with Resident Assistants. Attends all residential team meetings, trainings, social programs, and retreats.
• Monitors employment standards and behavior of the Resident Assistants; provides ongoing feedback.
• Sets and models a standard of ethical behavior for the Resident Assistants.

10% - Case management & advising of program participants

• Provides ongoing transformational advising and development to student participants and Resident Assistants on a wide range of issues. Advises students on complex and sensitive issues. Guides students in interaction with program leadership and represents students when appropriate. Coaches students on communication and leadership skills.
• Participates in the adjudication process for student conduct cases of moderate complexity. Interviews witnesses and writes up findings regarding alleged conduct violations. Provides guidance to lower level staff. Consults with higher level professionals as needed.
• Independently resolves moderate complex cases regarding student affairs or student life.
• Responds to critical needs at any time of day including medical needs within the scope of the certification held (includes driving accompanying students and/or staff to medical facilities if more advanced care is needed).

5% - Training & Development

• Develop and maintain professionally relevant skills through available training programs, reading and attendance at workshops.
• Participate in collaborative efforts with other programs at University Extension, University, industry, and other community organizations.
• Maintains knowledge of current campus systems and policies through regular ongoing training.
• Assists Resident Assistants in their personal and professional development and achievement of their learning goals.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience in youth programming to advance the interests of underserved populations.
• Demonstrated cultural competency and humility with respect to gender, race, ethnicity, class, sexual orientation, ability, religion, etc.
• Experience managing a program budget, monitoring expenses, and demonstrated ability to work within an established budget.
• Knowledge of effective practices used in developing staff including supervisor's responsibility/role, coaching, and training.
• Thorough knowledge of advising and counseling techniques.
• Thorough knowledge of Student Affairs / Student Life specialization.
• Strong interpersonal skills, including leadership, engagement, negotiations, persuasion, conflict resolution, and providing constructive feedback
• Strong verbal communication skills, including active listening, empathy, public speaking, presentation skills, etc.
• Effective writing skills used in emails, memos, correspondence, reports and analyses
• Effective project management skills.
• Critical reasoning and thinking skills necessary to identify problems and opportunities for improvements, develop original ideas to solve problems, if necessary, and exercise sound judgment in implementing decisions.

PREFERRED QUALIFICATIONS

• Master's degree in related area and/or equivalent experience/training.
• Experience managing large teams. Experience developing and/or presenting a training program.
• Eperience leading residential and/or experiential learning programs for diverse groups of high school students.
• Experience running youth programs at UC Santa Cruz in coordination with campus support units.

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.
• Must possess a valid license to drive in the state of California.
• Must possess CPR/First Aid/AED certification or have the ability to obtain it within 60-calendar days of hire.
• 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.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to take a TB test within 60 days of hire.
• Selected candidate will be required to provide proof of negative TB test.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Clery Act: This position has been identified as a Campus Security Authority (CSA); required to report crimes, incidents, and disciplinary referral statistics as required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC * 1092(f)).
• Ability to travel to multiple work locations on and off campus.
• 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