Career Center

Residential Life and Housing Office Coordinator

Location: Santa Cruz
Job ID: 57791

JOB POSTING

NOTIFICATIONS

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's COVID-19 vaccine program.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 10-18-2023



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

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents. CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families.

More information can be found at: https://collegenine.ucsc.edu

JOB SUMMARY

Under the supervision of the Associate Director (AD) for College Student Life, the Residential Life and Housing Office Coordinator manages the day-to-day office operations for two colleges. The Office Coordinator provides front-line customer service, office management, key and access management, and administrative assistance.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32/hr
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

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: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: 004722 - BLANK AST 3

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

50% - Office Management/Reception

• Acts as front line reception for the office including but not limited to answering telephones, distributing information, answering questions, and following-up with staff, students, faculty, and parents or referring as needed.
• Performs a variety of administrative duties including typing, filing, correspondence, scheduling meetings, data entry and analysis, and record keeping.
• Resolves routine problems; makes referrals to appropriate campus offices or staff, ensures compliance with non-release of public information and confidentiality of student records requests.
• Maintains copier and printer supplies, office supplies, procedure manuals, and related informational materials.
• Responsible for coordinating staff coverage to ensure the office is open and staffed during business hours.
• Maintains professional, orderly, and welcoming office environment.
• Utilizes purchasing systems (CruzBuy and ProCard) to process purchase orders and purchase supplies.
• In conjunction with the Housing Coordinator, selects, trains and supervises student office assistants. Assigns daily tasks. Monitors work and trains as needed in new responsibilities.
• Uses the Career Center system to initiate hires or reclassifications of student employees.

40% - Keys

• Organizes, manages and maintains year-round distribution (academic year and summer) of all keys for the residential facilities in accordance with campus key policy:
  includes analysis of current key management systems and continual key management process improvement in accordance with evolving campus key policy and the needs of the college.
• Prepares keys to be issued at move-in and issues keys as needed during academic year; accounts for keys at move-out and bills for losses and re-keying as necessary.
• Maintains and secures key cabinets and conducts daily key inventories. Places key orders. Receives and logs replacement keys. Prepares and maintains numerical rosters and database.
• Initiates, approves, and orders residential lock changes and key copies. Communicates with the Building Access Coordinator to keep key databases up to date and to troubleshoot access issues.
• Lockouts: Maintains temporary key check out system and assists locked-out residents. Initiates follow-up communications to residents with overdue key returns and bills students as necessary.
• Trains residential staff on lockout process and procedures for reporting lost keys.
• Acts as liaison to campus Lockshop, Building Access Coordinator, College and Campus Facilities, Edoors security, ITS team and ID Card Services, as applicable.
• For colleges with door/card access systems:
• Responsible for management of door access and security systems for those facilities that have electronic card access. Responsible for adding/removing access on cards and conducting daily security checks.
• Serves as liaison for C-Cure and Onity key systems with residential card access system administrators and service providers.
• Assists in determining annual card activation/deactivation and door lock/unlock schedules.
• Monitors door system, troubleshoots minor issues and reports problems to appropriate staff to ensure timely repairs.

10% - Other Duties as Assigned

• Assists the Housing Coordinator with room selection, assignment, and change processes, mailings, and reception.
• Ensures accuracy of check-in and check-out procedures.
• Helps develop and manage processes for major move-in and move-out periods.
• Assists with maintenance and quarterly safety/cleaning inspections of residential facilities, and collects and processes student billing (damages, lock-outs, etc).
• Assists with or completes special projects as needed. Projects may include but are not limited to the following: creates, updates and edits a variety of publications; participates in committees and workgroups as needed; and provides support in crisis situations.

REQUIRED QUALIFICATIONS

• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity.
• Political acumen and diplomatic skills sufficient to work with ethnically and culturally diverse populations in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationship with the public and the university community.
• Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
• Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances.
• Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgement and decision-making skills to offer appropriate options and resolutions.
• Strong knowledge and experience using computer and web-based applications including Google Suite, Microsoft Office (Word/Excel), online databases, email, and web-based research tools.
• Experience successfully processing a moderate to high-volume workload.
• Adaptability sufficient to shift among competing tasks, maintain poise in a rapidly changing environment, and consistently meet quality standards and time lines.
• Ability to learn and utilize new policy, work processes, and computer systems and applications; take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.
• Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
• Administrative support experience and knowledge of general office procedures and standard office equipment.
  

PREFERRED QUALIFICATIONS

Experience with Macintosh computer systems and applications including File Maker Pro and InDesign.
Experience with complex database programs like the Academic Information System (AIS) and StarRez housing database.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Occasional evening and weekend hours will be required for peak activity times and for event support during the year.
• 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.

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=57791&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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