Chief of Staff jobs in Santa Cruz, CA

Location: Santa Cruz
Job ID: 37074

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: 07-04-2022

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

Originally founded in 1997, Baskin Engineering is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the UCSC Principles of Community.

JOB SUMMARY

Under the general direction of the Assistant Dean and Chief of Staff, and in close collaboration with the Baskin Engineering Finance Director, Campus Staff Human Resources, and other senior staff, the Assistant Chief of Staff oversees divisional human resources and related processes for 175 staff, including staff recruitment, development and retention; merit awards, and performance management programs. In collaboration with Campus Staff Human Resources, the Assistant Chief of Staff is responsible for recommending, developing, implementing, and evaluating Baskin Engineering human resources guidelines covering several of the following areas: recruitment, compensation, employee relations, payroll, benefits, training and development, and other employee services. In addition, the Assistant Chief of Staff works with the Assistant Dean and other senior Dean's Office staff to develop dean's office proposals, reporting and special projects, such as Faculty FTE Resource Call, Staffing Resource Requests, Diversity Equity Inclusion Reporting, Risk Management and Mitigation Reporting. Builds and maintains partnerships with managers and peers to ensure delivery of services that reflect the strategic objectives of the Baskin School of Engineering and the campus.

APPOINTMENT INFORMATION

Salary Information: Salary Range: Salary Range: $89,150 - $104,600/year. 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
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007378 (ADMIN OFCR 4)

Travel: Never or Rarely

JOB DUTIES

40% - SHR Analysis and Consultation

• Apply advanced HR concepts to guide managers in Baskin Engineering (BE) on HR issues and practices. Serve as the primary point of contact for BE staff HR analysis, consultations and actions.
• Oversee all divisional staff HR actions. Specifically, support Baskin Engineering directors, managers and supervisors in administering HR policies, guidelines, and programs related to recruitment, reclassification, equities, stipends, layoff units as well as employee development and training.
• In collaboration with Staff Human Resources, assist managers in identifying appropriate job classifications for new employees and reclassifications. Assist managers in drafting and reviewing job descriptions using series concepts and class specifications. Manage recruitment processes and applicant data. Advise managers on effective recruitment practices. Develop and implement division-specific onboarding and off-boarding processes for staff. Support and facilitate onboarding and off-boarding of all employees. Work with search committees to ensure that the UCSC fair hiring practices are followed during recruitment and other employee action processes.
• Review requests for personnel actions requiring Assistant Dean and/or Finance Director approval. Ensure accuracy and completeness of documentation and assess appropriateness of action and justification. Ensure that personnel files and records for both current and former employees are complete and well organized.
• In consultation with the Staff Human Resources compensation team, conduct compensation analysis and make salary and classification recommendations.
• Counsel employees concerning sensitive and difficult to resolve work-related problems and recommend to senior management systemic remedies such as training, and/or changes to organizational practices and procedures.
• Initiate and support BE staff development and morale activities. Manage STAR awards program and oversee other employee recognition programs, such as the BE Super Slug program.
• Work with the Assistant Dean to strategize around organizational structures, develop, and maintain organizational charts through Smartdraw or other organizational management software.

40% - Special Proposals, Projects and Reports

• Working with the Dean, Assistant Dean, and other senior management staff, support the development of high-level formal responses to campus requests for information. Examples of this include the Faculty FTE Resource Call, Staffing Resource Requests, Diversity Equity Inclusion Reporting, Risk Management and Mitigation Reporting.
• Support the Assistant Dean on a variety of projects, such as ensuring compliance with Injury Illness and Prevention Plan training, organizing all-hands staff and faculty meetings and events, developing division-wide communications on behalf of the Dean's Office, and developing resource-funding proposals.
• Prepare weekly, monthly, quarterly and ad-hoc reports for the Assistant Dean and Finance Director, as needed.
• Support the Dean and Assistant Dean in strategic planning efforts.

10% - Risk and Safety

• Work with BE Director of Communications and BE Web Manager to ensure that the employee lists and information on the BE website are accurate and kept up to date.
• Work with the Strategic Space Planning Director to ensure that employees have adequate assigned workspaces.
• Work with ITS and other offices and needed to ensure adequate equipment and access are obtained.
• Work with Risk & Safety Services for workplace ergonomic assessments.
• In collaboration with the Assistant Dean and other senior managers, develop innovative best practices for remote, hybrid, and in person work schedules to support a diverse workforce and retain employees.
• Manage BE email distribution lists and emergency contact lists.

10% - Liaison and supervision

• Regularly attend campus-wide meetings on a variety of topics, such as SHR, facilities, space planning, ergonomic assessment, and safety.
• Act as the primary divisional point of contact for campus Staff Human Resources (SHR). Represent BE in meetings with campus SHR.
• Supervise BE's Staff HR Coordinator, coordinate with the Business Office, and act as a liaison with the Genomics Institute and other BE affiliated research centers and labs to ensure consistency in HR practices and compensation equity across the division.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Advanced knowledge of rules and regulations, processes, protocols and procedures for administrative operational activities; human resources concepts, risk management planning, fund management, accounting and payroll.
• Advanced knowledge of administrative operational activities; risk management planning, accounting and payroll.
• Advanced knowledge of financial analysis and reporting techniques, policies and procedures for staff and academic employees.
• Experience with mentoring others.
• Advanced analytical skills with the ability to develop recommendations.
• Demonstrated problem-solving skills.
• Ability to think strategically and innovatively.
• Ability to use discretion and maintain confidentiality.
• Advanced verbal communication skills with the demonstrated active listening skills.
• Advanced Interpersonal skills and a record of effective interactions with a diverse community.
• Advanced writing skills and ability to edit documents for clarity, accuracy and consistency.
• Advanced organizational skills and the ability to effectively prioritize a large volume of work with the pressure of deadlines and frequent interruptions, including ability to discern priorities and delegate appropriately.
• Demonstrated ability to handle difficult or volatile situations / individuals effectively.
• Advanced knowledge of common computer application programs and the ability to learn new software applications or project management systems as needed.

PREFERRED QUALIFICATIONS

• Experience with UCSC systems (such as AIS, DivData, UCPath, CruzPay, CruzBuy, InfoView, CCLP).
• Experience working in a higher education setting.
• Supervisory experience.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• This position requires in-person work on the main UCSC campus. The selected candidate who chooses to work a Hybrid Remote work format must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
• 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=37074&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.jeid-42e703af3650514a8dbb280213f92d3d