Office Coordinator, Graduate and Family Housing

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: 06-04-2026

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

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

The Affiliated Residential Community Housing provides facilities, services and programs to approximately 275 students and approximately 300 family members at Family Housing. The Village, University Town Center, and Camper Park provides educational programs, personal advising, intellectual, and cultural, community building activities, programs, and residential services.

More information can be found at: https://housing.ucsc.edu/start-here/family/

JOB SUMMARY

Under the general supervision of the Associate Director, Affiliated Residential Community Housing, (ARCH), the Office Coordinator for Graduate and Family Student Housing coordinates the day-to-day operation of the office and provides administrative support for staff. This position serves as a primary contact for Graduate and Family Student Housing residents and will provide information on services and programs and assist residents and staff with maintenance issues. The incumbent will serve as the key custodian, perform/oversee complex and high volume purchasing and determines needs for office supplies and equipment. The position will also update and maintain various procedures and manuals and provide administrative support to the Associate Director.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38/hourly
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: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

50% - Office Management

• This position is responsible for the assigned operational duties of the Graduate and Family Student Housing Office and will provide frontline reception and customer service for the office to residents and individuals seeking information about services and programs. Works directly with staff, residents and other departments to resolve customer service issues.
• Assists residents and staff with a variety of work and maintenance requests and serves as the primary contact between work staff and residents to help ensure resolution of issues while providing courteous customer service. Coordinates annual apartment inspections with facility and custodial units.
• Helps to resolve routine problems or issues, making referrals to appropriate campus office or staff while ensuring compliance with the non-release of public information and confidentiality of student information and records.
• Establishes and implements office procedures. Routinely reviews, updates, and assists in developing written procedures, office manuals, publications and forms. Edits all correspondence and publications.
• Identifies and recommends improvements to current operational processes to the Associate Director and assists in the implementation of changes as appropriate and directed.
• Maintains office supplies and equipment. Researches complex and high- volume purchase requests.
• Researches issues, collects and compiles information for special projects and reports assigned. May contact campus units or other universities as needed.
• Provides coordination and support to the Associate Director on special projects including conferences, trainings and seminars.
• Provides back- up to the Housing Coordinator for Family Student Housing (FSH) and Graduate Student Housing (GSH).

25% - Administrative and Clerical Support

• Receives, reviews and processes all applications to Family Student Housing. Enters data into the Family Student Housing resident database. Performs and communicates bi-annual waitlist updates.
• Ensures that housing related deposits are made in a timely manner and all funds are accurately accounted for. Issues invoicing for lock changes and residential damages not associated with move out.
• Performs a variety of administrative duties including typing, filing correspondence, scheduling meetings and record keeping.
• Drafts and finalizes a variety of forms and notices to customers regarding grounds and maintenance routine and special projects; generates Physical Plant work orders as needed.
• Manages community facilities check-out process; oversees the calendar, checks out keys to work staff as appropriate.
• Provides general clerical support for various Graduate and Family Student Housing staff as well as staff support for resident organizations and programs.
• Manages calendars and scheduling of meetings for the Associate Director and other staff as required.
• Maintains office inventory, places orders for supplies, utilizing campus purchasing systems, (CruzBuy and ProCard), to process purchase orders and purchase supplies.
• Will occasionally utilize a personal vehicle to perform mail and parcel handling and drop- off to other campus locations.
• Manages cell phone procurement for FSH/GSH staff as needed.
• Provides support to student-use computer lab.
• Assists in the selection, training and supervision of student office assistants. Assigns daily tasks, monitors work and provides training as needed.
• Oversees maintenance of files and records in accordance with university, state and federal government record management guidelines.

15% - Key Management

• Organizes, manages and maintains year round distribution of all keys and key systems for Graduate and Family Student Housing in accordance with campus key policies.
• Manages key assignments. Maintains and secures key cabinets. Places key orders and receives and logs key replacements. Coordinates the re-keying process when keys are lost.
• Maintains temporary key check out system and assists locked out residents. Trains residential staff on lockout processes and procedures for reporting lost keys.
• Coordinates and maintains check out system for brass keys and key card system.
• Acts as liaison to Campus Lockshop, Key Coordinator, College and Campus Facilities, Edoors security, ITS team and ID card services, as applicable, maintaining all unit practices and protocols.

10% - Residential Life Program Support

• Provides support to Residential Life programs. Processes appropriate forms and schedules for various residential services and community programs.
• Supports the development of resident communication using desktop publishing software. Coordinates the creation and distribution of flyers for community programming.
• Coordinates scheduling of community facilities and maintains monthly calendars.
• Supports the Community Garden and serves as support for special Family Services events and projects (ex: Harvest Dinner, Welcome Back BBQ, and Family Fair).

REQUIRED QUALIFICATIONS

• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity.
• Administrative support experience and knowledge of general office procedures and standard office equipment.
• Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner.
• Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
• Knowledge and experience using standard computing tools including Microsoft Office applications, spreadsheets, on-line databases, word processing, email, and web-based research tools with the ability to produce letters, reports and letters with speed and accuracy.
• Experience in desktop publishing programs and in producing newsletters and flyers.
• Excellent editing and proofreading skills (e.g. editing written materials for spelling, grammar, punctuation and style).
• Experience in maintaining records and filing systems, inventory and stock maintenance, both manually and computerized with accuracy and attention to detail.
• Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions.
• Adaptability sufficient to shift among competing tasks, maintain poise in a rapidly changing environment, and consistently meet quality standards and project deadlines.
• Ability to learn and utilize new policy, work processes, and computer systems and applications; take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.
• Ability to select, train and evaluate student office staff, assigning daily tasks and overseeing work.
• Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
• Political acumen and diplomatic skills sufficient to work with populations from a wide variety of backgrounds and experiences in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community.

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.
• Ability to travel to multiple work locations on and off campus.
• Ability to move materials weighing up to 25 lbs. with or without accommodation.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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.

• "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.