Physics & Astronomy Administrative… at University of… · Santa…

Summary: The University of California, Santa Cruz is a public university known for its innovative and research-driven environment. The Physics & Astronomy Administrative Assistant provides essential administrative support within the Science Division, coordinating events, managing financial transactions, and overseeing general office administration. Responsibilities: - Coordinate details of seminar series, including arranging travel, lodging and logistics for speakers, processing related reimbursement and financial paperwork, supporting communication by sending event announcements, updating webpages, posting flyers, calendar and distribution lists etc - Assist in special events, such as the annual lectures, orientations, welcome or alumni functions, student visit days, research socials, internal department events, summer programs, etc - Facilitate general event planning and coordination, to include some or all of the following: organize events and duties; organize mailing list and mailings, reserve rooms, alert media, arrange catering, arrange parking passes and/or transportation (TAPS) complete travel and expense reimbursement etc - Maintain knowledge of campus fiscal policies and practices; act as a resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Keep internal spreadsheets, as requested - Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, reimbursements, and entertainment. Duties include, but are not limited to creating CruzBuy requisitions and purchase orders, preparing reimbursement forms for faculty expenses, obtaining necessary signatures for alcohol authorization at events, taking quarterly supply inventory and ordering supplies etc - Oversee Department room reservation calendar and scheduling; coordinate administrative and departmental meeting - Assist in space planning and the assignment of visitor offices - Prepare and coordinate instructor and TA course evaluations each term. Download Student Experience of Teaching Surveys (SETS) - Update and maintain departmental databases, files, equipment etc. Update and maintain the department’s physical space in the bulletin boards. Update and maintain mailing listservs and directories - Provide general administrative support for Department Manager and Department Chair, including scheduling meetings for the Chair - Update and maintain department web pages, including directory and news and events pages - Manage and post news, events etc. to the department’s social media accounts Required Qualifications: - High school diploma or equivalent experience and/or training - Good organizational and time management skills; demonstrated experiences working accurately, with interruptions, and meeting deadlines - Good customer service skills - Good problem-solving skills - Good oral communication skills - Good written communication skills - Good interpersonal skills - Demonstrated ability to work independently - Demonstrated ability to work as part of a team - Experience that demonstrates flexibility, initiative, good judgment and discretion - Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports - Demonstrated ability to learn, interpret and apply a variety of policies and procedures - Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications Preferred Qualifications: - Bachelor's degree and/or equivalent experience and/or training - Experience working in an academic and/or research setting - Experience with higher education processes, protocols, procedures and organizational structure - Experience with UCSC systems such as Infoview, DivData, CruzBuy, DocuSign and FileLocker Required Skills: Financial transactions, Event coordination, Web page management, Social media management, Database management, Spreadsheet skills, Word processing, Policy interpretation, Use of Infoview, Use of DivData, Use of CruzBuy, Use of DocuSign, Use of FileLocker Benefits: Full benefits, Ability to work occasional evenings and weekends as needed, Ability to work all scheduled hours on-site, 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, Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation, Ability to travel to multiple work locations on and off campus, Ability to maintain appearance and conduct suitable for working in a professional setting, 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