Administrative Specialist

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 is known for its unconventional place where innovation and experimentation is part of the campus's DNA, and its playful, bold spirit continues to thrive today on a campus renowned as one of the most beautiful in the world. Department Overview The UC Santa Cruz Police Department is responsible for all law enforcement services, including maintenance of order, crime prevention and education programs, emergency preparedness and incident response, community policing, and participation in mutual aid agreements with neighboring law enforcement agencies and other UC campuses statewide. The department also handles Emergency Management, Police Student Ambassador Program, physical security systems, and performs administrative support for departmental staff. Job Summary Under the general supervision of the Chief of Staff & Administrative Manager, the Administrative Specialist provides administrative support in purchasing, facilities, payroll/personnel, and fiscal operations. The Specialist serves as liaison with various campus departments, other units, and outside agencies. The incumbent initiates work, resolves problems, implements solutions, and reports changes or problems to leadership. A high level of awareness, diplomacy, and sensitivity is critical. The position plays a critical function within the criminal justice system and is considered an essential worker under the government code. Appointment Information Budgeted Salary: $33.79/hour Employee Classification: Career appointment Schedule: Full‑time, Fixed (40 hrs per week, Mon‑Fri, plus additional hours as needed for critical events and emergencies) Benefits Level Eligibility: Full benefits Union Representation: CX, Clerical Unit Job End Date: None Work Location: UC Santa Cruz Main Campus Travel: Up to 25% of the time Job Duties 40% – Purchasing Administration Research technical and specialized equipment purchases; order equipment and supplies ensuring adequate stock. Purchase approved supplies and services. Prepare BANNER forms (e.g., pre‑requisitions, direct payment, purchase authorization, travel request, etc.). Renew annual purchase orders. Close open encumbrances when purchase transactions are completed, or quarterly. Gather and analyze financial data; prepare reports or analyses of operational activities, evaluate current and proposed services; resolve problems with vendors or campus units regarding purchases. Function as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Maintain departmental files related to general ledger transactions. Assist with travel arrangements for employees; explain policies to employees and ensure adherence to travel policy. Prepare pre‑travel and post‑travel expense reports, verify expenses, and provide the campus with all necessary documentation. Use CruzFly to reconcile travel and purchase expenses. 20% – Fiscal Support Maintain databases for tracking payroll, overtime, recharges, uniform allowances, and other departmental expenses; conduct trend analysis and make recommendations. Process recharges and journal entries for planned and unplanned events, verify accuracy, and resolve payment or billing issues. Verify charges from other departments and vendors. Monitor the general ledgers, ensuring accurate expenditures and revenues, and correct account numbers and activity codes; resolve discrepancies in a timely manner. Adhere to campus financial and personnel policy and communicate with managers regarding options for action and compliance. Assist with budget preparation, expenditure tracking, recharge proposal development, and review. Assist with fiscal closing activities as assigned. Bill other agencies for mutual aid support, workshop charges, and other services performed by the department. Train staff on new fiscal procedures and policy implementation. Assist unit staff with understanding and compliance with University financial policies and procedures. Deposit funds into appropriate accounts, adhering to campus and UCOP policies. Maintain departmental files and records in accordance with disposition guidelines. 20% – Payroll/Personnel Accurately apply HR policies, collective bargaining agreements, and communicate to staff to facilitate compliance with time and attendance policies. Apply unique timekeeping requirements for sworn personnel using campus manuals and Police policies. Perform duties of the Time Sheet Coordinator, updating employee schedules within CruzPay and adhering to deadlines for submission of time sheets, leave records, and supporting documentation. Serve as liaison with Staff HR to reconcile employee time and attendance reporting using the web‑based enterprise system. Maintain and manage personnel files related to department time reporting and fiscal matters. Prepare forms for recruitment, separation, or promotion of personnel. Prepare new hire packet for supervisors, ensuring all forms are completed and forwarded to leadership. Assess and recommend changes to maintain compliance with federal, state, and internal policies. Compile data and records for audits, ensuring accuracy and proper authorization. 15% – Administrative Operations Provide administrative support to senior leaders in correspondence, scheduling, meeting coordination, liaison, and problem‑solving. Coordinate and maintain departmental accreditation files for IACLEA standards. Ensure guests and visitors are routed appropriately and issue visitor badges. Lead and train student ambassadors/interns. Report to work during emergencies or critical incidents; collect and maintain FEMA, CA Office of Emergency Services, and university data. Coordinate procurement of emergency supplies and provide administrative support to the Emergency Operations Center. Provide administrative support for special events and critical incidents (e.g., purchasing, material management, campus CPSs, CAOs, Physical Plant, and Housing). Independent travel for training, events, and meetings locally and statewide. 5% – Facilities/Equipment Inventory/Space Planning Administer facilities and space logistics and manage equipment needs. Maintain equipment inventory list and perform yearly inventory. Track maintenance schedules for specialized equipment and arrange repairs. Coordinate surplus equipment sales and ensure best pricing. Maintain equipment inventory and issuance logs. Develop storage systems for departmental equipment. Ensure departmental vehicles are registered with the DMV on time. Resolve administrative issues with department vehicles. Track keys issued to the department and to employees. Prepare and follow up on Physical Plant work orders. Conduct Ergo assessments for the ErgoCruz Program. Required Qualifications Bachelor’s degree in a related field and/or equivalent experience or training. Solid communication and interpersonal skills, both verbal and written. Ability to map confidentiality and maintain discretion. Strong organizational and multitasking skills under demanding timeframes. Experience conducting complex financial transactions in a fast‑paced environment. Knowledge of standard accounting principles and practices. Substantial experience in customer‑service‑driven, dynamic environments with shifting priorities. Professional, friendly, courteous interaction with a diverse community. Excellent record‑keeping skills with strict attention to detail. Advanced computer skills: Word, Excel, email, calendar, and database systems. Ability to interact effectively in a team setting. Impasse and objective judgement in interacting with diverse backgrounds. Ability to read and apply complex regulations, policies, and control principles. Effective listening and clear speaking skills for policy communication. Problem‑solving and independent judgment. Numerical and analytical skills for research and recommendation. Knowledge of standard office practices, procedures, and equipment operation. Preferred Qualifications Familiarity working for a public university. Experience with UC financial systems (Banner/FIS), UC Path, CruzBuy, and Campus Data Warehouse. Experience in a university law enforcement environment. Ability to complete journal entries and other financial transactions. Special Conditions of Employment Background investigation required (fingerprint, medical, psychological, credit check, and possible polygraph). Pre‑employment criminal background check. Employment misconduct disclosure process. CPR/First Aid/AED certification or ability to obtain within 60 days of hire. Valid California driver’s license and DMV pull notice program participation. Current DMV record required. Ability to work long periods of time at a computer. Ability to ascend/descend ladders. Full‑time on‑site presence required. Occasional overtime with little or no advance notice. Availability to respond to emergencies after hours. Ability to work evenings, nights, weekends, and holidays as needed. TB testing and proof of negative TB test. Clery Act responsibilities as a Campus Security Authority. Travel within a defined regional or service area. Professional appearance and conduct. Completion of training within specified timeframes including UC compliance training. Compliance with University vaccination policy. Mandated reporter requirements under the Child Abuse and Neglect Reporting Act. Misconduct Disclosure Requirement As a condition of employment, the final candidate must disclose any misconduct decisions within the last seven years, mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatio “Misconduct” means any violation of policies or laws governing conduct at the applicant’s previous place of employment, including violations of policies 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 Clery Act, the Annual Security and Fire Safety Report (ASFSR) is available at The report is published each year and includes current policies, fire safety, misconduct reporting, and crime statistics. A paper copy is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA95064, or by calling View phone number on click.appcast.io. 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. #J-18808-Ljbffr