Department Assistant

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)

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: 06-30-2025

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 Department of Ecology and Evolutionary Biology (EEB), located on the Coastal Science Campus on Monterey Bay, is a dynamic group comprised of instructional and research units and a variety of support programs and facilities with staff committed to providing excellent service to students, faculty and researchers. The department consists of 24 ladder rank faculty, approximately 60 researchers and several administrative and technical support staff. Departmental resources for operations and research are among the highest in the Division of Physical and Biological Sciences. The department has 900-1000 proposed and declared undergraduate majors in four distinct programs and approximately 90 graduate students working towards Ph.D. and Masters degrees. The department is committed to experiential education and research opportunities for undergraduates, increasing students' sense of belonging in STEM. The department is closely aligned with the research and faculty in Ocean Sciences, Institute of Marine Sciences, NOAA, NMFS, MBARI, California Academy of Sciences, and others.

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

JOB SUMMARY

This position provides administrative support to one or more departments within the Science Division. Under the supervision of one or more department managers, the administrative assistant is responsible for seminar, event, and program coordination, financial transactions, general office administration, web and social media management, and special projects. These duties require staying up-to-date with ever-changing campus policies, procedures, and systems related to all aspects of working at UC Santa Cruz.

APPOINTMENT INFORMATION

Budgeted Salary: $28.47 - $29.79/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: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Administrative Support

• Coordinates and manages all details for department events. Facilitates and completes all aspects of event planning and publicity; evaluates, prepares, processes and tracks all seminar/event expenses/income; prepares post-event reports.
• Approves access to facilities, office assignments and key distribution, creates and maintains records for security, maintains cCure system.
• Oversees and coordinates department operations. Manages copier program. Maintains supply inventories, department equipment, and office machines.
• Processes outgoing mail and distributes incoming mail.
• Serves as a main contact for the department. Greets and screens visitors, assesses requests, refers to appropriate resource. Maintains front office, department storage areas, boards, and reception area.
• Provides general administrative support for department manager.
• Maintains departmental databases, mailing groups/lists, mailboxes, files, general directories
• Oversees, schedules and coordinates administrative and departmental meeting facilities.
• Recruits, hires, trains, mentors and supervises student employees (and serves as backup) as needed. Arranges schedules and prioritizes work.
• Creates and maintains department records and reports in campus recruitment system. Ensures department compliance with University recruitment policies and procedures. Acts as a resource to faculty and others for recruitment policies and procedures.
• Assists with academic personnel reviews. Collects data and provides reports. Creates and compiles appropriate documentation and materials for dossiers. Prepares visa requests for international scholars. Reviews files for compliance with university policies and practices. Serves as liaison for department staff and faculty with campus academic resources regarding policy.
• Assists with the faculty recruitment process. Maintains and updates search information, provides documentation and reports. Coordinates visits and activities. Prepares visa documentation.

20% - Financial Transactions

• Maintains knowledge of campus fiscal policies and practices; acts as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Uses Infoview to create and maintain internal financial tracking spreadsheets. Responsible for informing department manager of foreseeable budget shortfalls.
• Understands proper use of and prepares all forms for business transactions, including purchases, payments, recharges and reimbursements for visitors, faculty, and staff.
• Reconciles monthly administrative accounts and prepares expense reports for department manager.
• Researches and recommends vendors/prices/equipment for various department purchases; determines most competitive prices; identifies substitutes for supplies and low value equipment, purchases, and tracks expenses for ergonomic equipment.

20% - Curriculum and Instructional Support

• Initiates, coordinates, and processes course approval and revision forms. Enters data into campus systems and ensures deadlines are met. Maintains internal department course records.
• Enters and maintains on an ongoing basis, curriculum and leave planning data in campus systems, provides reports.
• Assists department manager with course scheduling, catalog updates, manages room calendars, monitors changes, and provides reports.
• Prepares, distributes, collects and analyzes teaching evaluation forms (online system) and maintains departmental files for each format.
• Provides faculty instructional support, including referrals to appropriate campus instructional resources.
• Collects course syllabi and evaluations from each class each quarter; tracks submissions, maintains archival files.
• Serves as resource to faculty, lecturers and graduate student instructors on quarterly procedures related to teaching (e.g. grade submission, permission codes, copier card program, evaluation system(s), and online evaluations).

5% - Web Management

• Creates, solicits information, updates and maintains department web pages.
• Coordinates course-related materials (links to syllabi, faculty pages) with department site.

5% - Special Projects

• Performs other duties and projects at same level of complexity, difficulty, and responsibility, as assigned.
• Maintains procedure manuals for major functional areas of the job.

REQUIRED QUALIFICATIONS

• High school diploma and / or equivalent experience / training.
• Demonstrated administrative experience in an office environment using computer applications (word processing, spreadsheet, database, web), social media, working knowledge of Macintosh platform, and ability to learn new systems.
• Demonstrated ability to write concise, logical, and grammatically correct business correspondence.
• Demonstrated work experience requiring excellent communication and interpersonal skills.
• Demonstrated experience utilizing excellent customer service skills.
• Demonstrated experience working with a diverse population including faculty, staff, students, and the general public.
• Excellent organizational skills with the ability to establish priorities, meet deadlines, and work independently with a high degree of accuracy, amid unexpected or changing demands and interruptions.
• Excellent problem-solving skills, with the ability to formulate creative solutions and make sound decisions.
• Ability to handle confidential matters and sensitive issues with tact, discretion, and personal integrity.
• Ability to research, interpret, and apply a variety of policies and procedures.
• Demonstrated ability to understand, develop, and present budgetary and financial information.
• Leadership skills sufficient to supervise and mentor student employees.

PREFERRED QUALIFICATIONS

• Bachelor's degree or related area and / or equivalent experience / training.

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.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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.
• 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 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.