Division Budget Manager jobs in Santa Cruz, CA

Location: Santa Cruz
Job ID: 47195

JOB POSTING

For full consideration, applicants should submit a resume and cover letter and provide a short response to the question below.

• How do you see your commitment to diversity playing a role in this position? (no more than 250 words)

When applying, please submit your cover letter and resume as a single attachment where it says "Attach Resume" and attach your response to the question and additional documents as a single attachment where it says "Attach Cover Letter".

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: 01-12-2023

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 Division of Physical & Biological Sciences (PBSci) fuses innovative learning experiences with high-impact research and guarantees that students of all backgrounds are integral to our world-changing Science. Together, we explore the processes that mold the natural world-from the fundamental forces of nature and biochemical interactions to biological evolution and the flow of energy through the oceans, atmosphere, and solid earth to the forces that shape planets, galaxies, and the universe. Our 4,500 students work beneath the redwoods of our renowned main campus, at the shore on our Coastal Campus, in the labs at the Westside Research Park, behind the telescopes of our observatories, and amid the 10,000 acres of our five natural reserves. Our students, faculty, and staff are committed to making a difference. We are currently training 23% of all undergraduates on campus. Of these undergraduate students, over 31% are first-in-family to attend college. Our student demographics closely mirror that of the nation. The brilliant minds behind our division make UC Santa Cruz a globally recognized engine for high-impact science.

This position also intersects with the Division of University Relations, which is a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care-but we don't take ourselves too seriously! University Relations values collaboration, and our staff is resourceful, enthusiastic, and hard-working. The division is a friendly and open place, and staff is supportive of and positive about one another's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. Our custom is to seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every one of the qualifications for the position but may have transferable skills and experiences.

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

JOB SUMMARY

Uses skills as a seasoned, experienced professional to provide comprehensive coordination and management oversight of moderately complex and medium-size events. Manages student and alumni awards in the Dean's office and collects awardee data across the division for the development office to use in stewarding donors.

This position requires the ability to work on campus and at local event sites on a regular basis to staff events, set up for events, and meet with staff. The position has the option of remote work at other times.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $70,000 - $78,000/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: 006292 (EVENTS SPEC 3)

Travel: Never or Rarely

JOB DUTIES

30% - Event Planning and Strategy

• In collaboration with the University Events team, the Development team, and the Dean's office
  • Contributes to and participates in long-range planning for events in the Science Division, including gatherings of donors and alumni, Dean's council, public lectures, and student-centered events such as job fairs and commencement-related activities.
  • Fields requests from staff and faculty for event support for seminar series, symposiums, conferences, and other events.
  • Consults with clients on all details regarding events, event planning, and event goals and outcomes.
  • Coordinates with other campus units to plan and organize partnered events
  • Collaborates and contributes to event promotion, including invitations, websites, printed materials, and calendar listings.
  • Develops and coordinates guest lists, manages the registration process, responds to guest queries.
  • Maintains shared and accessible planning documents, event procedures, event tracking calendars, and financial tracking.
  • Reports on event metrics and impact.
  • Supports the coordination of donor cultivation, donor recognition, and special events by making arrangements and providing administrative or other onsite assistance.
  • Supports internal and external engagement with key stakeholder audiences through outreach, merchandising, displays, and other activities to advance the Division of Physical and Biological Sciences.

30% - Event logistics management

• In collaboration with the University Events team, the Development team, and the Dean's office
  • Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
  • Ensures a positive guest experience.
  • Ensures events reflect the branding and ethos of the Science Division and the university.
  • Identifies and manages relationships with event venues and all vendors, including catering, media services, transportation, and parking.
  • Determines needs for and oversees event staffing.
  • Develops and implements event budgets.
  • Processes paperwork for event approvals and reimbursements.

35% - Award Selection and Data Management

• In consultation with the Dean's office, relevant departments, Financial Aid, and the Development office, manages the process of selecting finalists for scholarships, grants, and awards-especially those centered in the Dean's office.
  • Tracks and collects student awardee data across the division with an eye to finding great stories to share with donors.
  • Manages the Science Division Distinguished Alumni Awards nomination, selection, and recognition activities.
  • Maintains shared and accessible planning documents, procedures, tracking calendars, and financial tracking for student awards.
  • Prepares donor stewardship materials such as student profiles and short videos for review and distribution by the gift officers.

5% - Supervision

• Hires, trains, assigns work, sets priorities, and evaluates performance for student employees.
• Facilitates student employee training and development.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization, and production.
• Ability to develop thorough knowledge of the campus, its vision, mission, programs, policies, achievements, and infrastructure and to comprehend university policies and procedures relating to the use of university facilities, event management, and presentation.
• Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events; skills to provide excellent donor stewardship.
• Organizational ability to manage and collect information from a variety of sources, represent it in a consistent manner on a spreadsheet or database, and feed it back in a variety of ways as needed.
• Highly developed interpersonal communication skills, including political acumen and social perceptiveness.
• Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• Highly developed judgment, decision-making, and skills to recognize, avoid, and resolve problems; skill in determining those issues and problems that need to be brought to management's attention.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions; proven ability to work on several tasks simultaneously, to respond effectively to priorities, and to set and adhere to deadlines.
• Ability to effectively work with invited guests, donors, government officials, and university VIPs.
• Knowledge of crowd management, crowd safety protocols, security, and emergency procedures related to small, medium, and large-scale gatherings.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Demonstrated ability to maintain a high level of confidentiality.
• Demonstrated commitment to diversity, equity, and inclusion.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• Ability to sustain exposure to dusty, noisy environments and inclement weather as necessary to carry out assigned duties and responsibilities.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule.
• 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 travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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=47195&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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