JOB POSTING Student Health Services is seeking a full-time Operations Specialist to join our team. This position offers Career benefits. It is a one-year appointment with the possibility of extension. Thank you for your interest in UC Santa Cruz.
10/4/22 - Please note: Although the IRD has passed we will continue to accept applications until the position has been filled.
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinationsarerequired for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.
Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.
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.
The IRD for this job is: 09-07-2022
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 are 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.
Student Health Services includes the following departments and sub units: Clinical Services including Laboratory and X-Ray; Retail Pharmacy, offering both prescriptive pharmaceuticals and over the counter products; Patient Support Services; Student Insurance Programs; Student Health Outreach and Promotion (SHOP) and the Condom Co-op; and Counseling and Psychological Services (CAPS). SHS is supported by a combination of 20 funding sources and depends heavily on projected revenue from fees for support and employs approximately 100 staff including Physicians, Lab Scientists, Pharmacists, Nurses, Radiologists and other clinical and administrative staff with whom the Operations Specialist works directly with on a daily basis.
The UCSC Student Health Services Operations Specialist works within Student Health Services, which has an operating budget of approximately $10 million and provides facility support coordination for a clinical facility containing approximately 25,000 square feet. The SHS Clinical facility contains extensive and unique space including Exam rooms, Nursing Stations, a Full Service Laboratory, patient care rooms, waiting areas, X-Ray rooms, showers, bathrooms, reception areas, staff lounges, conference rooms, and several clinical and administrative offices. Also under the purview of the Operations Specialist are multiple satellite office spaces that are utilized by SHS and CAPS professional staff.
Under the general direction of the Business and Information System Coordinator, the Operations Specialist is responsible for coordinating Purchasing, Facility and Fiscal operations for Student Health Services (SHS), including Counseling and Psychological Services (CAPS) as well as the CAPS on-campus satellite offices.
Budgeted Salary: $26.12 - $27.33 / Hourly. Salary commensurate with skills, qualifications and experience. Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: 1 year from date of hire, with possibility of extension
Work Location: UC Santa Cruz Main Campus
Union Representation: CX
Job Code Classification: 004722 (BLANK AST 3)
Travel: Never or Rarely
40% - Purchasing, Travel/Entertainment and Accounts Payable Operations
Process and track financial transactions for SHS using CruzBuy and BANNER system; Act as SHS resource person for CruzBuy assisting Director, managers and staff; Prepare online purchase orders and maintain logs; Monitor and set up blanket purchase orders; Arrange for shipping by coordinating trucking and air/sea forwarder vendor arrangements; Ensure all incoming invoices are covered under proper purchase order amounts and descriptions; Resolve financial discrepancies related to data entry; Maintain closed purchase orders and shipping memo files.
Prioritize, coordinate and schedule placement of orders in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA regulations; Coordinate the retail Pharmacy purchasing process for Over the Counter (OTC) sales including ordering from Costco including the receipt and reconciliation, and delivery of product to the Pharmacy.
Liaison for all vendor relationships for office and medical equipment within SHS; Serve as resource person for researching and recommending new vendors; Responsible for resolving disputes/discrepancies with existing vendors.
Review CruzBuy, Travel/Entertainment transactions for proper authorization, coding and adequate information and coordinate approval processes within SHS, the Division and Central Units.
Process Travel/Entertainment paperwork and reimbursements for all SHS staff; work with SHS employees to reconcile Travel/Entertainment paperwork and resolve any issues.
Monitor and reorder office supplies; Process weekly office order requests; Coordinate printing service needs and process requisitions; Monitor and reorder, and restock printing/paper inventory; Ensure that all SHS copy machines are in satisfactory working order; Contact and monitor vendors as appropriate for needed repairs.
Devise and create internal forms, flyers, and other resources to assist managers and staff with Purchasing, Travel/Entertainment, and Accounts Payable processes; Initiate meetings, trainings, check-ins with managers and staff in relation to same processes. Serve as SHS unit contact for Divisional and Central Offices for problem solving, approvals, research and follow up.
Prepare high dollar technical purchases for submission to Central Purchasing; Obtain written competitive bids and written justification for specialized or single source purchases.
Obtain proof of insurance and check business license status for service requests; Establish additional insurance and/or maintenance agreements, as required for services.
In conjunction with SHS Medical Assistants assigned to Clinical Inventory: Maintain an accurate and current inventory database for all medical and orthopedic supplies; Perform a biannual physical inventory count of all medical and orthopedic supplies in Central Supply; Facilitate and track all medical supply purchases and orders. Remain current on the status of all back orders and returns; Compare received medical supply orders and packing lists; Liaison with medical supply vendor representatives regarding regular and periodic specialty medical supply orders.
Other duties, as assigned.
40% - Facility Operations
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; Work directly with SHS employees to solve facility related concerns.
Review and respond to various repair, maintenance, and disposition requests including electrical, custodial, carpentry, plumbing, heating/ventilation and surplus equipment; Perform occasional hands-on repair and/or installation tasks related to SHS operations, when Campus support is not immediately available.
Submit and process the facility work orders for Student Health Services and CAPS Satellite offices; Serve as SHS Department liaison for all work orders.
Prioritize and schedule repairs, maintenance, moves and deliveries in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA Security regulations; Receive and distribute goods.
Resolve problems and contact custodial staff in a timely manner when services do not meet clinical standards.
Responsible for securing the facility at the close of the weekday.
Issue and collect SHS keys in accordance with unit guidelines, including keys for CAPS satellite offices; Maintain key inventory; Issue and collect SHS official Omni Lock badges; Coordinate with Information Systems Manager for badge clearance; Maintain inventory of issued badges.
Facilitate and process telephone and network service requests and ensure timely activation and termination.
Manage the water dispensers that are provided throughout SHS; Communicate with water vendors to ensure regular delivery and maintenance of water machines.
Monitor conference room setup for meetings and conferences ensuring access, accurate and timely setup and technology needs; Set up tables, chairs and equipment, as needed.
Other duties, as assigned.
20% - Fiscal Operations
Ensure that proper authorizations are obtained and unit, campus and system-wide policies and procedures are adhered to.
Ensure 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.
Ensure that fiscal activities performed by the campus, SHS employees, sub-units and individual staff follow system-wide policy and procedures as well as internal control guidelines.
Maintain signature authority records, Accounting Manual, and Business and Finance Bulletins.
Prepare and reconcile payments received from Over the Counter (OTC) cash and credit card sales and student accounts. Deposit monies accurately and within established time frames. Maintain 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.
Attend training sessions as needed to remain knowledgeable of current policies and procedures and use of on-line financial information systems.
Monitor the processing of all financial activity including purchase orders, annual blankets (exceeding $400,000.00 annually), direct payments, and recharges.
Evaluate source of funds, appropriate use of funds and determine appropriate allocations to sub-units.
Other duties, as assigned.
Substantial related administrative experience sufficient to oversee purchasing, fiscal and accounts payable functions of a multifaceted organization.
Direct experience overseeing the facility operations of a multifaceted organization.
Experience overseeing facility related projects that require problem solving; coordinating with various constituents, and short and/or long term follow-up.
Ability to perform routine facility-related repairs and/or installations during open hours, maintaining awareness of operational environment and following sound safety practices.
Demonstrated ability to make decisions and respond to situations requiring emergency or immediate response during daily operations of a multifaceted facility during open hours.
Familiarity with accounting and fiscal management principles and practices, especially fund accounting.
Direct experience handling cash, balancing Point of Sale register receipts and preparing cash deposits.
Demonstrated ability to learn, comprehend, apply, communicate and enforce 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.
Demonstrated ability to take and follow direction with minimal monitoring and follow up.
Strong attention to detail, ability to present legible work, and to maintain a high degree of accuracy.
Excellent record keeping skills; ability to organize and access information in a timely manner.
Strong organizational skills with the ability to establish priorities and complete a number of competing assignments in a timely manner under the pressure of deadlines and with frequent interruptions.
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.
Works 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 verbal communication skills.
Excellent writing skills with the ability to research information and produce clear, concise correspondence and reports and information.
Experience working in a university environment on a campus with a diverse staff and student body.
Knowledge of UCSC financial system and policies, including prior experience working with FIS, Infoview, CruzBuy, ProCard, UC Travel and Entertainment Reporting Forms.
Knowledge of medical office functions and requirements.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to successfully complete a Criminal History Background check prior to formal offer of employment.
Demonstrated ability to move equipment and materials weighing up to 50 lbs. with or without accommodation.
Selected candidate must complete HIPAA (Health Insurance Portability and Accessibility Act) Training within 30 days of hire
Employees in this position are 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 requirement to be discussed during interview.
Will be required to complete Title IX (Sexual Harassment) training every two years.
The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
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.
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.
HOW TO APPLY
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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.
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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