UC SCOUT Business Affairs and Project Specialist

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Job ID: 76149

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 02-20-2025

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

Established in 1999 in response to a State mandate, Scout is one of the University of California's (UC) Student Academic Preparation and Educational Partnerships (SAPEP) programs, and a key component of UC's strategy to increase academic achievement and foster greater academic opportunity for K-12 students. It receives funding from the State and the University but is specifically managed by the UC Santa Cruz campus.

Consistent with the charge of SAPEP programs, UC Scout's mission is to address the needs of educationally disadvantaged high school students across the state by creating and delivering online courses for students as well as curricula for educators.

UC Scout is committed to creating engaging and effective online educational experiences for both students and their teachers. To achieve this goal, UC Scout enlists the expertise of its in-house course-development team, which is comprised of subject matter experts (California credentialed teachers and UC faculty), instructional designers, technologists, and producers who collectively develop each of its courses.

While UC Scout's home campus is housed on the UCSC Extension campus, located at 3175 Bowers Avenue in Santa Clara, the UC Scout team is a full-remote team, with individuals making occasional visits to the campus as needed.

For more information about UC Scout, please explore this link: https://www.ucscout.org/

JOB SUMMARY

The Business Affairs and Project Specialist reports to and supports the Executive Director for UC Scout. This position facilitates the efficient operation of the UC Scout program by overseeing administrative processes, supporting financial and staffing activities, and fostering collaboration across departments. As a proxy for the Executive Director, the incumbent plays a key part in reinforcing organizational policies, improving workflows, and ensuring program activities align with university standards.

Serving as a bridge between leadership, staff, and external partners, the Business Affairs and Project Specialist is a key contributor to the success and growth of UC Scout, fostering an organized, collaborative, and effective work environment.

APPOINTMENT INFORMATION

Budgeted Salary: $70,000 - $110,000/year. Salary commensurate with skills, qualifications and experience.
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, with occasional evenings and weekends as needed

Shift Includes: Day, Evenings, Weekend

Employee Classification: Career appointment

Job End Date: None

Work Location: Remote. Must live within the state of California or willing to relocate to California.

Union Representation: CX Union

Job Code Classification: 004702 (EXEC AST 3 CX)

Travel: Never or Rarely

JOB DUTIES

50% - Administrative Operations
Orchestrates the administrative aspects of UC Scout functions by developing and maintaining organizational policies, procedures, and workflows. This role is critical in ensuring efficient operations across the program and fostering collaboration across departments. Key responsibilities include:

Systems Management: Oversees and organizes UC Scout-wide Confluence pages by defining policies and business practices, collaborating with leadership, and working cross-departmentally to ensure shared resources and tools such as Confluence, Asana, and Google Suite are optimized, integrated and effectively utilized by all teams.

Staff Resources: Maintains up-to-date staff contact information, working hours, and organizational charts; maintains organizational calendars, including staff schedules and time-off tracking, while advising employees on best practices for adhering to department policies.

File Retention: Downloads, retains, and organizes signed agreements and other critical organizational documents; ensures compliance with UC standards and communicates record-keeping best practices to relevant stakeholders.

Professional Development Coordination: Coordinates professional development opportunities, including conference attendance and training, ensuring alignment with organizational goals and budgetary constraints; tracks related budgets and works with supervisors across departments to prioritize team development.

Meeting Coordination: Schedules and organizes meetings that often involve cross-functional teams and external stakeholders; coordinates attendees and events, moderates agendas for large group meetings, and ensures follow-up with all relevant individuals and departments to maintain progress and accountability.

Executive Support: Provides direct support to the Executive Director, including managing communications, scheduling, travel, reimbursements, and special projects that require collaboration with other departments and external partners.

Internal Communication Management: Drafts, edits, and sends internal communications; works with other departments to align messaging and maintain consistency in organizational updates.

Problem-Solving: Proactively identifies inefficiencies in workflows and collaborates across teams to implement process improvements, ensuring smooth day-to-day operations and addressing challenges as they arise.

20% - Fiscal and Resource Management

Vendor Management: Collaborates with leadership and the finance department as the primary point of contact for establishing, managing and tracking new and existing requisitions; works alongside the finance team to maintain vendor relationships, ensuring vendors are successfully onboarded and paid promptly through UCSC's CruzFly system.

Purchasing: Oversees leadership expenses using a ProCard and ensures accurate expense reporting; provides leadership with financial updates and supports light budget activities, such as monitoring expenditures and ensuring proper allocation of resources for professional development, conferences, travel, office supplies, and equipment.

Compliance and Policy Adherence: Works with the UNEX finance team to ensure financial transactions comply with UC policies; effectively communicates University policies and guides and supports UC Scout leadership and staff in remaining compliant.

Procurement Liaison: Coordinates with the UNEX finance team to oversee new and existing accounts, ensuring they follow best practices and set realistic expectations to UC Scout staff when working with Procurement; facilitates timely approvals and effective communication.

Procedure Documentation: Regularly documents and updates procedures for business continuity and financial activities using UC Scout's Confluence pages; reviews these changes with the leadership team and staff when necessary, and serves as a liaison to the UNEX finance department to ensure accuracy and consistency across units.

Training and Travel: Conducts team information and training sessions to enhance understanding of University policies, including those related to travel, business meetings, entertainment, procurement, gifts, and more; oversees travel reimbursements and approves expenditures, coordinating with the UNEX finance department as needed.

20% - Project Coordination

In-Person Event Coordination: Serves as the primary project manager for in-person events, including the UC Scout annual retreat, typically held over a few days each fall, and the two-week AP Testing period at the Santa Clara campus in May. Responsibilities include planning, scheduling, tracking, and coordinating all aspects of these events, ensuring seamless execution. This role requires on-site presence during events and managing comprehensive travel logistics for the team, including booking travel, coordinating food and accommodations, and processing reimbursements.

Calendar Management and Coordination: The position oversees organizational-wide calendars to maintain alignment of schedules and support leadership in broader project planning and coordination.

10% - Staffing and Workforce Support

Staffing and Recruitment Support: Supports hiring managers with staffing and recruitment, guiding them through the process. This includes helping to create job descriptions, serving on hiring committees, performing first-pass reviews of candidates, creating positional control requests, managing applicant communications and interview scheduling, and providing general assistance with necessary recruitment paperwork and policy compliance.

Training Compliance: Oversees team-wide mandatory training compliance.
Employee Onboarding and Offboarding: Supports managers with onboarding and offboarding employees. Ensures employees have necessary office equipment, including computer and softphone, and that equipment is returned when employees offboard. Maintains accurate records of employee equipment by managing an equipment tracking spreadsheet.

Contractor Options and Onboarding: Advises leadership on temporary contractor options and collaborates with the UNEX finance team and staffing agencies to handle necessary paperwork and onboarding processes. Ensures timely support for UC Scout projects and provides insights as needed. Oversees student worker program, including communicating policies, tracking hours, workloads, and onboarding/off-boarding.

Contract Management: Generates contracts for part-time academic appointments and other miscellaneous agreements. Oversees the signing process and stores and organizes agreements.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training.

Demonstrable experience performing administrative activities in support of operations. These administrative activities may include responsibilities for contracts, regulatory compliance, desktop procedures, and organization-wide processes and/or procedures

Working knowledge of budgeting principles with the ability to track expenditures, reconcile financial details, and create and edit spreadsheets.

Oral communication skills necessary to clearly and concisely convey complex information to various audiences, including senior leadership, staff, and external stakeholders.

Writing skills necessary to compose clear and concise and effective messaging.

Strong skills in short-term planning, analysis, problem-solving, and customer service.

Strong organizational and time management skills with the ability to meet deadlines and ensure accountability.

Proficient in project management tools and methodologies.

Proficient in project coordination and event planning, including scheduling, logistics, and familiarity with travel policies and procedures to support team travel and event planning.

Proficient interpersonal skills including empathy, respect, active listening and critical thinking.

Ability to use discretion and maintain confidentiality.

Ability to work collaboratively across diverse teams and with external stakeholders.

Ability to effectively manage multiple priorities, remain organized and attentive to details while working in a fast-paced and remote environment.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.

Selected candidate must pass the employment misconduct disclosure process.

Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

Must live within the state of California or willing to relocate to California.

Ability to work long periods of time at a computer with or without accommodation.

This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

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 travel within a defined regional or service area.

Ability to travel nationally.

Ability to maintain appearance and conduct suitable for working in a professional setting.

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. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. 'Misconduct' means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace

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.

NOTICE OF AVAILABILITY
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://drive.google.com/file/ d/ 1hUBiz3WS3zErEGOhSOu7KZZPzGkTw r2/view?usp=sharing . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psc/ucsc/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPST_FL&JobOpeningId=76149&PostingSeq=1&SiteId=11〈uageCd=ENG&FOCUS=Applicant

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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