University of California Santa Cruz is hiring: Site Administrative Assistant - T

Operations Support Assistant For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. 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. Physical Planning, Development & Operations (PPDO) manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital and space planning, space management, and the associated business services necessary to support these functions. The department includes operating budgets of over $60 million, manages a project portfolio of approximately $990 million, and employs over 400 full-time staff to carry out duties necessary for campus development and operation. Under the general direction of the Fleet Services Office Supervisor, the Fleet Services Coordinator undertakes a wide range of administrative and clerical functions. The incumbent coordinates scheduling, provides customer service, and assists with billing for Fleet Services' UCruz rental program, Central Garage operations, the Fleet Services Wash Bay, and the campus fuel station. The Fleet Services Coordinator assists the Fleet Services Office Supervisor as needed, performing additional duties as assigned. Full-time, Fixed Shift Includes: Day Union Representation: CX Union Travel: Up to 25% of the time 60% - Service Coordination Greets and directs walk-in traffic, answers phones and responds to requests, provides referrals, sorts and distributes mail, and prepares routine correspondence. Inputs data into Fleet Services Vehicle Maintenance Database and fuel systems database for approximately 800 vehicles and pieces of ancillary equipment. Schedules vehicles and equipment for maintenance, contacts customers, and produces regular overdue reports for supervisor. Communicates the status of repairs and maintenance, contacting customers as needed. Maintains work order records of vehicle servicing, including parts used, technician time worked, outside vendor invoicing, and all other fees and activities as directed. Acts as a liaison between Fleet Services and outside warranty and service providers, such as auto dealerships, glass shops, parts distributors, tire vendors, etc. Processes auto insurance claims for University customers. Coordinates with equipment operators to obtain pictures and estimates. Communicates with the insurance company and Risk Services on the status of repairs and claims. Schedules repairs with outside vendors and customers. Documents all expenses for proper recharge and claim reimbursement. Interviews and assists in hiring student auto attendants and student office assistants. Creates and updates training materials at regular intervals. Provides support to the Fleet Services Office Supervisor, Central Garage Manager, and Fleet Services Manager as assigned. Ensures vehicles are safe, clean, and ready for rental by setting priorities for the Central Garage's Automotive Attendant staff, communicating issues to the Fleet Services Office Supervisor and the Central Garage Manager. 20% - Accounting, Database, & Records Management Prepares data for accounting expense and billing. Creates files and inputs, checks, and tracks data for accuracy and completeness. Prepares recharges for review and inputs them into the University's financial information system (FIS Banner). Confirms account information, vehicle status, and veracity of data. Completes regularly assigned data imports into vehicle/accounting database. Inputs all parts used into inventory systems. Works with the Garage Manager to ensure all parts are billed to work orders. Prepares inventory tabulation sheets and reports. Creates requisitions, maintains vendor files, reconciles procurement card statements, and enters payroll information. Coordinates asset management program. Enters all new equipment- including trailers and aquatic vessels- into the Fleet Management Information System (FMIS). Facilitates customer completion of onboarding form to gather all equipment contact and recharge information. Reviews purchase documents and forms for accuracy and necessary signatures. Registers equipment with the Department of Motor Vehicles. Ensures accurate input into the University's central asset management system. Distributes license plates, registration, and self-insurance materials for each vehicle. Intakes customer requests for surplus equipment as needed. Interfaces with Receiving Services - Surplus and originating department to ensure proper disposition and sale paperwork is completed. Secures exempt license plates for surrender and archives equipment in the FMIS. Fast and accurate data entry. Mathematical knowledge of and demonstrated ability to perform simple bookkeeping assignments. Familiarity with computers, office equipment, and MS Office. Experience with computer spreadsheet and database software. Ability to exercise discretion and sound judgment in dealing with confidential and sensitive issues. Knowledge of resource calendar software. Experience in "front-line" customer service environments. Demonstrated ability to enter data into a database accurately and efficiently. Proficiency in accounts payable/accounts receivable operations. Ability to work long periods of time at a computer with or without accommodation. The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, 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. 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. 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; 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: 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. 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: .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; 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., 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. View full job description and access on-line application: 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; . A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. 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. 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.