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.
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.
Initial Review Date (IRD): 08/09/2021
Dept Marketing Statement Student Health Services (SHS) is a full-service medical facility offering clinical, educational, and psychological services to diverse students on the UC Santa Cruz campus. Comprising a variety of Clinical Services, including Counseling and Psychological Services (CAPS), Laboratory, and X-ray, SHS also has an onsite retail pharmacy, offering both prescriptive pharmaceuticals and over-the-counter products. Other SHS departments include CARE (Campus Advocacy, Resources, and Education) the advocacy and prevention education office that supports survivors of sexual assault, stalking, and dating/domestic violence; Student Health Outreach and Promotion (SHOP) and the Condom Co-op; Patient Support Services, and Student Insurance Programs. Student Health Services employs approximately 120 staff including Physicians, Lab Scientists, Pharmacists, Nurses, Radiologists, and other clinical and administrative staff. Student Health Services (SHS) values staff with interest and experience in working with students with a wide range of ethnic, cultural, and gender identities.
Under the general direction of the Business and Information Systems Director, the Business Operations Specialist Lead is responsible for Purchasing, Facility and Fiscal operations for Student Health Services.
The Business Operations Specialist Lead oversees the functioning of the Business Operations department and has responsibility for designing processes, developing procedures and coordinating the work of the other Business Operations Specialist position. The position serves as the primary contact for the Business Operations department, fielding and responding to inquiries from Student Health Services management and staff, other UCSC departments and outside vendors.
APPOINTMENT INFORMATION Salary Information: $27.65
This position has primary responsibility for purchasing processes including review and renewal of blanket POs, review and processing of vendor contracts, vendor invoices and accounts payable.
Responsible for the development, maintenance and improvement of purchasing, travel, entertainment and accounts payable processes, procedures, workflows and tracking.
Reviews, processes and tracks financial transactions, acts as resource person assisting managers and staff; resolves financial discrepancies.
Oversees the retail Pharmacy purchasing process for Over the Counter (OTC) sales.
Primary liaison for all vendor relationships for office and medical equipment; serves as resource person for researching and recommending new vendors; responsible for resolving disputes/discrepancies with existing vendors.
Reviews CruzBuy, travel and entertainment transactions and oversees approval processes.
Oversees travel and entertainment requests and reimbursements; works with employees to reconcile travel and entertainment paperwork and resolve any issues.
Prepares high dollar technical purchases for submission to Central Purchasing; obtains written competitive bids and written justification for specialized or single source purchases.
Obtains proof of insurance and checks business license status for service requests; establishes additional insurance and/or maintenance agreements, as required for services.
Reviews contracts and other agreements and consults with directors and managers to ensure terms and conditions are correct; submits to Purchasing and Business Contract for review and tracks progress to ensure timely completion.
Other duties, as assigned.
35% - Facility Operations
Serves as primary liaison and resource person for all facility related issues including day to day events as well as special projects; responsible for resolving problems with facility repairs, services and related equipment; works directly with employees to solve facility related concerns.
Contributes to the development, maintenance and improvement of processes, procedures, and workflows related to managing the SHS main buildings and satellite offices.
Reviews and responds to various repair, maintenance, and disposition requests including electrical, custodial, carpentry, plumbing, heating/ventilation and surplus equipment related to departmental operations.
Oversees the facility work orders for SHS and Satellite offices; Serves as Departmental liaison for all work orders.
Coordinates daily and annual custodial services as well as special facility cleaning needs; Resolves problems and contacts custodial staff in a timely manner when services do not meet clinical standards.
Responsible for securing the facility at the close of the weekday.
Issues and collects keys in accordance with unit guidelines, including keys for satellite offices; Maintains key inventory; Issues and collects official Omni Lock badges.
Coordinates with Business and Information Systems Director for badge clearance; Maintains inventory of issued badges.
Facilitates and processes telephone and network service requests and ensures timely activation and termination.
Manages the water dispensers; Communicates with water vendors to ensure regular delivery and maintenance of water machines.
Monitors conference room set up for meetings and conferences ensuring access, accurate and timely set up and technology needs; Sets up tables, chairs and equipment, as needed.
Responsible for entering accurate data and maintaining the UC Santa Cruz Facility Link program, a central campus program that tracks occupancy of offices and space.
Responsible for maintenance of office equipment and supplies.
Other duties, as assigned.
20% - Fiscal Operations
Ensures that proper authorizations are obtained and unit, campus and system-wide policies and procedures are adhered to.
Ensures that adequate separation of duties, appropriate authorization and approval mechanisms are employed in all business functions such as accounting records, purchasing, receipt of goods, cash receipts, travel and entertainment.
Ensures compliance with system-wide policy and procedures and internal control guidelines.
Maintains signature authority records, Accounting Manual, and Business and Finance Bulletins.
Prepares and reconciles payments received from Over the Counter (OTC) cash and credit card sales and student accounts. Deposits monies accurately and within established time frames.
Maintains accurate and up to date records of all deposited funds by account.
Cash Custodian for approximately $10,000 in cash/checks weekly. Responsible for twice daily (AM/PM) opening of safe to provide and secure cash drawer and for ensuring sufficient change supplies are available.
Attends training sessions as needed to remain knowledgeable of current policies and procedures and use of on-line financial information systems.
Evaluates source of funds, appropriate use of funds and determines appropriate allocations to sub-units.
Responsible for reconciliation of all reports generated by the on-line financial information system (Budget Pool, Monthly Transactions Detail, Monthly Summary Operating Report, Activity Detail Report). Determines and designs procedures to address unique operational needs.
In conjunction with the Business and Information Systems Director, designs, creates, and maintains accounting systems, according to Generally Accepted Accounting Principles (GAAP) that track and report expenditures and accommodate the complex nature of SHS activities and accounts.
Other duties, as assigned.
10% - Business Operations Lead
Determines the workflow of activities and transactions processed in the Business Operations department. Utilizes available systems and tools to manage the office including shared network folders, Google docs, databases, logs, and tracking sheets as appropriate. Organizes financial and facility projects including developing and managing plans, schedules and tasks, determining appropriate constituents, tracking outcomes and communicating status.
Bachelor's Degree in related area or equivalent experience / training.
Substantial related administrative experience sufficient to manage purchasing, fiscal and accounts payable functions of a multifaceted organization.
Direct experience managing the facility operations of a multifaceted organization.
Experience managing facility related projects that require independent problem solving; coordinating with various constituents, and short and/or long term follow up.
Experience working with complex federal, state, and University regulations and policies relating to purchasing, facility, fiscal, travel and entertainment.
Experience with various computer applications, including but not limited to database, spreadsheet, reporting tools, word processing, electronic calendar and email applications software in a Windows environment.
Demonstrated ability to learn, and adhere to internal control principles and systems.
Strong attention to detail, ability to present legible work, and to maintain a high degree of accuracy.
Excellent interpersonal skills to ensure efficient, responsive delivery of high-quality services to customers and interact in a professional and courteous manner with a diverse group of people from both the campus and the community.
Ability to work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
Ability to exercise good judgment and discretion, especially with regard to sensitive or confidential matters.
Excellent problem-solving skills, including developing and recommending solutions.
Excellent communication skills with the ability to research information and produce clear, concise correspondence, reports, and information.
Demonstrated experience working with customers to identify needs and support a strong customer service philosophy.
Excellent self-management skills with ability to work independently and follow through on assignments with little direction using sound judgement despite frequent interruptions.
Experience working in a complex multidisciplinary healthcare facility
Previous university experience
Familiarity and experience with campus Banner, CruzBuy, FacilitiesLink, Infoview, or similar functional systems
Familiarity with UCSC policies and procedures
Special Conditions Selected Candidate will be required to pass a pre-employment criminal history background check prior to formal job offer.
Must complete HIPAA (Health Insurance Portability and Accessibility Act) Training within 30 days of hire
Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies; current health safety requirements to be discussed during interview
Ability to occasionally work pre-scheduled AM/PM or weekend hours
Will be required to complete Title IX (Sexual Harassment) training every two years
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 know 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 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.
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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