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Details
Posted: 01-Apr-22
Location: Santa Cruz, California
Type: Full-time
Salary: Open
Internal Number: 2972859
PBSci Facilities Administrative Assistant
Location: Santa Cruz
Job ID: 33542
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: 04-20-2022
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
The Division of Physical and Biological Sciences (PBSci) comprises six comprehensive departments offering a full range of bachelors, masters, and doctoral degrees (Ecology & Evolutionary Biology, Molecular, Cellular and Developmental Biology, Chemistry, Biochemistry, Earth and Planetary Sciences, Mathematics, and Physics); three smaller departments offering graduate degrees in interdisciplinary fields (Astronomy & Astrophysics, Environmental Toxicology, and Ocean Sciences); and one small graduate professional program (Science Communication). A full complement of graduate programs is enriched by access to state-of-the-art lab facilities and equipment and a variety of field study environments. Research is organized within individual departments, as well as formal organized research units, research centers, and interdisciplinary research clusters. The Division is the principal home to three major organized research units: the Institute of Marine Sciences, the Santa Cruz Institute for Particle Physics, and the University of California Observatories/Lick Observatory. Research affiliates include Federal and State agencies such as the National Oceanic and Atmospheric Association (NOAA) and the California Department of Fish and Game {CDFG) Marine Wildlife Center.
PBSci Facilities staff members are responsible for planning, construction, renovation, relocation, and general oversight of approximately 505,000 assignable square feet in approximately 30 buildings on the UCSC main campus, Westside Research Park, and the Coastal Science Campus.
JOB SUMMARY
The PBSci Facilities Administrative Assistant position will provide administrative support to both the PBSci Facilities work-order desk and keys office operations, and will operate under the supervision of the Facilities Analyst / Work Order Desk Specialist. Main duties include monitoring the Work Order Desk email and phones to take reports from building occupants on facilities' related needs, placing work orders and acting as liaison to campus Physical Plant to ensure appropriate action is taken, and keeping all stakeholders informed of status during response. Additional Work Order desk duties include clerical / record keeping for the department, furniture procurement and maintenance, ergonomics program support, moves coordination, and acting as backup for the receiving/delivery operations. Keys desk support includes administration of electronic door and brass key access, managing keys inventory, dispensing keys and informing customers of campus policies regarding their responsibilities as key holders, and performing first level diagnosis and troubleshooting of doors in order to provide information to campus locksmiths when problems arise.
Uses professional facilities management concepts. Applies organization policies and procedures to resolve routine issues. Works on problems of limited scope. Follows standard practices and procedures in analyzing situations or data from which answers can be readily obtained. May have contact with others, but primarily internal to the department or unit.
APPOINTMENT INFORMATION
Salary Information: Salary Range: $22.27 - $29.98/hour. 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: 005193 (FAC MGT SPEC 1)
Travel: Never or Rarely
JOB DUTIES
50% -
- Provides analytical and administrative support to members of the PBSci Facilities Team. Respond to facilities related requests, inquiries and concerns from faculty, students, and staff. Exercises judgment in bringing information to the attention of others.
- Under the Supervision of the Facilities Analyst/Work Order (WO) Desk Specialist, monitors the Work Order Desk email inbox and phones. Obtains details and and acts as a liaison to the Main Work Order desk for appropriate action to be taken.
- Under the direction of the Facilities Analyst/WO Desk Specialist, maintains documents used by the department (Divisional email listservs, Google Groups, Contact lists, furniture inventory, alarm call out list and utility shutdown calendar). Becomes familiar with the Asana Project management tool and provides project support and task tracking.
- Maintains office supply and first aid kit inventory, procures items as needed through Cruzbuy, tracks PO's as needed, coordinates deliveries as needed.
40% -
- Administers electronic door and brass key access systems for all PBSci buildings located on the main campus. Reviews and processes all card and key access requests, and assigns all cards and keys for faculty, staff, students, visitors, contractors, and other affiliates.
- Manages brass and card key inventories and stock.
- Educates key holders on their responsibilities associated with carrying Division keys and access cards. Receives and restocks returned keys, maintaining a high level of organization.
- Provides ongoing updates, suggests changes, and produces reports for the PBSci Facilities Security Analyst, who is responsible for overseeing the division's security operations and policies. Liaises with other campus security affiliates including: Physical Security group, Web Development, Physical Plant, Police, the office of ID Card Services, and all departments having access to PBSci buildings, to ensure that door access processes and systems function at a high level.
- Generates periodic reports and communications as needed to keep records current and accurate.
- Investigates lost or stolen key reports. Reviews and analyzes electronic keying reports for irregularities and security risk failures.
- Performs first-level diagnosis and troubleshooting of electronic and mechanical doors and locking hardware and electronic control systems.
10% -
- Provides support to the Facilities Analyst/WO Desk Specialist in the following areas: moves/relocations, ergonomic evaluations & fulfillment, injury & illness prevention and back up for the PBSci Stockroom.
- Other duties as assigned.
REQUIRED QUALIFICATIONS
- Bachelor's degree in related area and / or equivalent experience / training.
- Effective written communication skills.
- Effective verbal communication skills.
- Knowledge of the use of standard computer applications such as Word, Excel, Google suite of applications, and other common desktop applications.
- Demonstrated effective listening, interpersonal communication and problem-solving skills to resolve inquiries, address concerns or problems and ensure cooperative and productive working relationships.
- Demonstrated ability to work independently and as part of a team.
- Demonstrated ability to prioritize assignments, independently organize work, and maintain a high degree of accuracy while working with interruptions to meet deadlines.
- Demonstrated initiative, flexibility, good judgment and discretion.
- Excellent customer service attitude and standards.
- Self-starter that has the ability to continually streamline and improve processes and day-to-day operations.
PREFERRED QUALIFICATIONS
- Knowledge of facility maintenance practices and procedures along with safety and emergency preparedness.
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 perform physical work, including bending, lifting up to 50 lbs, walking up and down stairs within and between campus buildings, pushing carts or carrying materials between buildings, and other moderately strenuous activities, often for an entire workday, with or without accommodation.
- Ability to perform work while sitting at a computer workstation for an entire workday, with or without accommodation.
- Ability to work in proximity of hazardous laboratory materials (e.g., chemicals, mutagens, bacteria, viruses, radioactive isotopes, etc.), and observe relevant safety protocols.
- Ability to occasionally work an alternate schedule, extended hours, and possible weekend or holiday hours in response to critical work issues (e.g., major utility shutdown, staff shortages, emergencies, etc.).
- Ability to wear personal protective clothing & equipment required In a laboratory setting such as long pants, closed-toe shoes, lab coat, safety glasses, and other forms of personal protective equipment, etc.
- 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=33542&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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About University of California Santa Cruz
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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