Physics & Astronomy Administrative Assistant

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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: 07-16-2026

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 Science Division embodies all that is UC Santa Cruz, a world-leading public research institution since 1965. We have a reputation for instigating some of humanity's most high-impact discoveries, and for empowering students with immersive research experiences. This position provides administrative support to one or more departments within the Science Division.

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

JOB SUMMARY

This position provides administrative support to one or more departments within the Science Division. Under the supervision of one or more department managers, the administrative assistant is responsible for seminar, event and program coordination, financial transactions, general office administration, web and social media management, and special projects.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38/hour - $30.74/hour. 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, Weekends. Ability to work occasional evenings and weekends as needed. Schedule to be determined by supervisor.
• Shift Includes: Day, Evening, Weekends

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Seminar, Event & Program Coordination

• Coordinate details of seminar series, including arranging travel, lodging and logistics for speakers, processing related reimbursement and financial paperwork, supporting communication by sending event announcements, updating webpages, posting flyers, calendar and distribution lists etc.
• Assist in special events, such as the annual lectures, orientations, welcome or alumni functions, student visit days, research socials, internal department events, summer programs, etc.
• Facilitate general event planning and coordination, to include some or all of the following: organize events and duties; organize mailing list and mailings, reserve rooms, alert media, arrange catering, arrange parking passes and/or transportation (TAPS) complete travel and expense reimbursement etc.

25% - Financial Transactions

• Maintain knowledge of campus fiscal policies and practices; act as a resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures. Keep internal spreadsheets, as requested.
• Understand proper use of and prepare necessary forms for purchases, payments, recharges and reimbursements for visitors and faculty for travel, honoraria, reimbursements, and entertainment. Duties include, but are not limited to creating CruzBuy requisitions and purchase orders, preparing reimbursement forms for faculty expenses, obtaining necessary signatures for alcohol authorization at events, taking quarterly supply inventory and ordering supplies etc.

20% - General Administration

• Oversee Department room reservation calendar and scheduling; coordinate administrative and departmental meeting.
• Assist in space planning and the assignment of visitor offices.
• Prepare and coordinate instructor and TA course evaluations each term. Download Student Experience of Teaching Surveys (SETS).
• Update and maintain departmental databases, files, equipment etc. Update and maintain the department's physical space in the bulletin boards. Update and maintain mailing listservs and directories.
• Provide general administrative support for Department Manager and Department Chair, including scheduling meetings for the Chair.

5% - Web and Social Media Management

• Update and maintain department web pages, including directory and news and events pages.
• Manage and post news, events etc. to the department's social media accounts.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience and/or training.
• Good organizational and time management skills; demonstrated experiences working accurately, with interruptions, and meeting deadlines.
• Good customer service skills.
• Good problem-solving skills.
• Good oral communication skills.
• Good written communication skills.
• Good interpersonal skills.
• Demonstrated ability to work independently.
• Demonstrated ability to work as part of a team.
• Experience that demonstrates flexibility, initiative, good judgment and discretion.
• Demonstrated experience using a basic level of math skills sufficient to complete financial documents and reports.
• Demonstrated ability to learn, interpret and apply a variety of policies and procedures.
• Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms etc. with speed and accuracy, including the ongoing need to learn and use new computer programs/applications.

PREFERRED QUALIFICATIONS

• Bachelor's degree and/or equivalent experience and/or training.
• Experience working in an academic and/or research setting.
• Experience with higher education processes, protocols, procedures and organizational structure.
• Experience with UCSC systems such as Infoview, DivData, CruzBuy, DocuSign and FileLocker.

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.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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.

• "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

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.