College Academic Manager

  • Full Time
  • Internship
  • Anywhere
  • Full Time
  • Internship
  • Anywhere

College Academic Manager

Location: Santa Cruz
Job ID: 40048

JOB POSTING


NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 08-11-2022

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

All UC Santa Cruz undergraduate students, whether they live on campus or not, are affiliated with one of 10 residential colleges. Each college provides academic support, organizes student activities, and sponsors events that enhance the intellectual and social life of the campus in addition to housing students in small-scale residential communities. Every college community includes students with diverse backgrounds and academic goals.

More information can be found here: merrill.ucsc.edu

JOB SUMMARY

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. 

Responsible for overseeing the administrative services of one or more Colleges. Reports to the College Provost. Administrative services include all or some of the following functions: curriculum and program planning and development; budgetary financial management; faculty recruitment, review and advancement; entertainment planning and payment; student and faculty events. Analyzes and resolves problems, interprets policy, exercises judgment within defined procedures and policies to determine appropriate action. Administers Academic Misconduct adjudication for the College. May supervise College student staff. Works with all levels of the University from upper administration to students and community members.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $30.29 – $33.86 / Hourly. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

  • Full-time, Fixed
  • Percentage of Time: 100%, 40 Hours per Week
  • Days of the Week: Mon-Fri, occasional weekend support. 
  • Shift Includes: Day, occasional night event support.

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX – Clerical & Allied Services

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel:  Never or Rarely

JOB DUTIES

25% – Curriculum Planning and Development

  • Arranges faculty and college committee meetings, including identifying time and location; drafting agenda; distributing reminders and meeting materials; taking minutes; and arranging  catering, if appropriate.
  • Facilitates delivery of instruction for the College, working closely with the Provost, college advisors, unit heads and program heads. Coordinates curricular plan for Provost and assists in resolving issues and conflicts. Serves as contact for college in curricular matters and works independently to resolve issues. Oversees the preparation of the quarterly schedule of classes  and teaching assignments, comparing former schedule, projected enrollments and available facilities.
  • Enters class information into the Campus Curriculum and Leave Planning (CCLP) and Curriculum Approval and Tracking system (CAT). Manages and supports development for  course approval for college-sponsored courses, including entering new courses in CAT. Collaborates across colleges, divisions and departments to establish new courses.
  • Keeps official College Records including evaluations and syllabi. Distributes, collects, and collates student evaluations of faculty and courses online using the “What Do You Think” system.
  • Oversees the ongoing editing and updating of the college’s pages in the yearly catalog relating to the college in general and the college courses in specific.
  • Processes Independent Study Petitions and monitors course enrollments. Utilize Infoview to gather and assign course numbers for independent study courses. May monitor student course work.
  • Works with Preceptor to manage College core and enhancement course enrollment.
  • Manages co-curricular programs, such as Honors, Fellowship, Mentoring, Internship, Tutoring and Other Programs.
  • Coordinates lectures and manages special events for College courses, including media services, and guest lecturer coordination including lodging, travel, meals and honoraria.

15% – Administration and College Planning and Program Support

  • Manages communications for Provost, including calendaring, and general Provost’s office email.  Edits documents for correct grammar, punctuation, and spelling formats final copy to conform to campus standards.
  • Utilizes the Academic Information System (AIS) to lookup students information as needed and in compliance with FERPA and other privacy and security policies.
  • In the capacity as the official College Record Keeper, maintains office filing system, following  campus policies on confidentiality, privacy and records retention.
  • Maintains and manages an accurate list of College Faculty and other Fellows according to             college by-laws.
  • Makes travel and conference arrangements for Provost, as needed. 
  • Provides support for the College Office.
  • Coordinates College programs and initiatives, such as research, mentorship programs, academic initiatives, student teaching, outreach programs and alumni initiatives. Creates new   administrative procedures for such programs.
  • Provides support to the Provost in the development of long-range and strategic plans for academic programs, human and financial resources, and facilities.
  • Hires and supervises student staff. Creates schedule and provides training.   Develops and administers projects for student staff to complete.

15% – Coordination of Academic and Staff Human Resources

  • Prepares appointment files for the Provost’s review and approval. Drafts appointment letters and prepares academic dossier for submission to the Divisional Academic HR office. Serves as liaison between College, Undergraduate Education division (UE) or Social Sciences division, and Academic HR office of the relevant academic division.
  • Prepares merit review files for the Provost’s review and approval. Drafts review letters and prepares academic dossier for submission to the Academic HR office Support the faculty through the process of merit and excellence reviews. Forms and administers committee as  needed.
  • Follows procedures to ensure fair hiring practices, including generating batch reports,  interpreting guidelines and advising the provost.
  • Onboards new instructors and staff, including training on UCSC systems and orientation to the Colleges. Helps college faculty to access and utilize the Learning Management System, Canvas.

10% – Administration of Academic Misconduct Adjudication

  • Manages the adjudication of the assigned caseload, including record keeping and arranging meetings. Applies principles of student development in the administration of student jurisprudence. Advises students and makes referrals to appropriate resources and agencies. Ensures due process, develops resolutions, records sanctions and completion of sanctions, and conducts follow-up as appropriate, facilitates communication between parties involved in hearings.
  • Advises Provosts on UC hearing policies and procedures. Supports campus adjudicators as a subject matter expert. Interprets UC policies and procedures for hearing participants. Supports Provosts, ensures compliance with timelines, guidelines, process, policy, etc.

10% – Development, Public Information and Outreach

  • Acts as Project Manager for college-specific Alumni and student events. Works with University  Relations, College Programs office and other units as needed. Events include Giving-Day, Alumni Weekend, and Family Day, among others.
  • Manages the college academic website. Creates new pages and content, performs on going  maintenance and develops new online processes.
  • Designs publicity for academic classes and events, including creating posters, press releases, web pages, newsletters and other publicity materials.
  • Coordinates the preparation and submittal of correspondence or reports related to gifts, pledges,  donor recognition, stewardship, and other activities.

10% – Financial Administration and Scholarship and Awards Management

  • Creates and processes expenditures and reimbursements, entertainment, travel, honorarium, and equipment rental. Advises faculty and staff regarding policies and procedures as needed.
  • Develops guidelines and processes for new scholarships and awards, coordinating with units across campus. Receives and manages applications for college funding, including scholarships, awards, prizes, mentorships and special project funds. Forms and administers decision committees.
  • Tracks donor contributions and provides guidance on expenditures.
  • Ensures appropriate purchasing and authorization for entertainment and meeting expenditures and compliance with campus and Undergraduate Education Division policies and procedures.
  • Manages the purchasing and selling of college merchandise.
  • Requests purchase orders for programs, services, and materials using the campus Cruzbuy system. Makes online and off-campus purchases for the college.

10% – Other Functional Areas and Special Projects

  • Administrator / Manager for College-specific programs:
  • Merrill: Undergraduate Research Mentorship; Classroom Connection Program
  • Other special projects as assigned by the College Provost.

5% – Facilities, Space and Equipment Coordination

  • Manages college-controlled spaces for academic use and schedules classes and events in  coordination with the Office of the Registrar.
  • Schedules, manages and coordinates the use of the College Provost House for university and  private events.
  • Orders textbooks, desk-copies, audio-visual equipment, supplies, films and other materials required for college academic courses. Compiles and orders core reader.
  • Assigns office space and equipment (e.g., computer, telephone) for core and non-core course instructors.
  • Coordinates loan procedure and maintains college equipment, including laptops, projectors, and  cameras.

 

REQUIRED QUALIFICATIONS

  • Bachelor’s degree in related area and / or equivalent experience / training.
  • Ability to use sound judgment in responding to issues and concerns.
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
  • Solid organizational skills and ability to multi-task with demanding timeframes.
  • Ability to use discretion and maintain confidentiality.

PREFERRED QUALIFICATIONS

  • Working knowledge of common organization-specific and other computer application programs.

SPECIAL CONDITIONS OF EMPLOYMENT

  • Selected candidate will be required to pass a pre-employment criminal history background check. 
  • Ability to work occasional nights and weekends.
  • Must possess a valid license to drive the state of California with a good driving record.
  • The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
  • 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.

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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to ‘My Activities’. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

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.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=40048&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal 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.

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