External Affairs Coordinator

This position works remotely requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.

NO VISA SPONSORSHIP IS AVAILABLE FOR THIS POSITION.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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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: 03-10-2025

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 Smarter Balanced Assessment Consortium (SBAC) is a public agency supported by 12 members (states and territories). Through the work of thousands of educators, Smarter Balanced created an online assessment system aligned to the Common Core State Standards (CCSS), as well as tools for educators to improve teaching and learning. Smarter Balanced is housed at the University of California Santa Cruz (UCSC) Silicon Valley Extension.

Our work is guided by the belief that a high-quality assessment system can provide information and tools for teachers and schools to improve instruction and help students succeed - regardless of disability, language, or subgroup. We involve experienced educators, researchers, state and local policymakers, and community groups working together in a transparent and consensus-driven process.

Smarter Balanced staff have a profound commitment to UCSC's Principles of Community including embracing diversity, equity, and inclusion.

UCSC Extension provides professional training that reflects the academic rigor of the University of California and the hands-on, roll-up-your-shirtsleeves practicality of Silicon Valley culture. Developed with guidance from key industry leaders and academic experts, our certificate programs match the economic demand of your industry, from engineering to business, education to bioscience. The University of California reviews and approves UCSC Extension courses and programs for academic content, merit and instructor qualifications. Many of our courses may be applied toward degree programs, or may be eligible for professional certificates and licenses.

More information can be found at https://smarterbalanced.org

JOB SUMMARY

Reporting to the Director of External Affairs, the External Affairs Coordinator is assigned primary responsibility for the general coordination of the unit operations, including agency-wide records management, external communications, and various strategic initiatives. However, this is a hybrid role and as part of a small but high-performing team, the incumbent will also provide planning, design, logistics, documentation, and oversight of organizational events for a fully remote organization.

APPOINTMENT INFORMATION

Budgeted Salary: $32.74 - $35.78/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
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Remote

Union Representation: CX Union

Job Code Classification: 004263 (ADMIN OFCR 2 CX)

Travel: Up to 25% of the time

JOB DUTIES

30% - Administration

• Provides general administrative support across the full range of functions in the External Affairs Office, including external communications, business development, conferences/external events and meeting/event planning.
• Provides support to the daily activities and workflow of the unit such as calendaring, meeting/topic planning, agenda setting, running meetings, taking meeting notes inclusive of action items and decisions, tracking action items and coordinating follow-up, and providing overall administrative assistance as needed.
• Facilitates workflow of external affairs deliverables, deadlines, and action items.

25% - Events

• Consults with external and internal event sponsors and attendee clients on all details regarding events and event planning including in-person, virtual, and/or hybrid. Travels to all events as needed for planning, implementation, participation, and closing out of events.
• Develops, maintains, and implements event budgets to include comparison reporting for location and event proposals.
• Facilitates communication and contract negotiation and execution between Director, External Affairs and external vendors/contractors.
• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems promptly using tact, sensitivity, discretion, and political acumen.
• Handles all responsibilities associated with materials and technology needed for events. This includes shipping booth materials, identifying audience-specific appropriate resources and providing enough copies.
• Oversees pre-, during, and post-event activities including assessment of event activities and reimbursements. Gathers feedback and conducts surveys to ensure successful event implementation and improve future events.
• Coordinates communication between internal staff including contract monitors, event lead, and finance team to kick off and close events.

15% - Special Projects

• Works on other special projects assigned in support of unit operations.
• Conducts research and provides information as needed to staff and management on industry trends.
• Conducts trend analyses (e.g. state department of education policies and program trends in support of business development) and helps develop resulting recommendations.

10% - Procedures

• Documents standard operating procedures and guidelines and coordinates with staff to implement developed SOPs (including coordination of activities in fidelity with the SOP).
• Develops materials and communicates procedures and guidelines to staff and management as needed.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
• Guides supervisors and managers in personnel, operational policies, and procedures.

20% - Records Management

• Documents policies and training to support records management and retention for the organization.
• Develops and maintains organizational SharePoint site including storing, accessing, structuring, and dissemination of materials.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience performing administrative activities in support of office operations.
• Experience in the planning and implementation of large-scale and visible events.
• Experience coordinating event components such as catering, parking, ticketing, flight booking, and reimbursements.
• Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required.
• Experience with finance, reimbursements, and interpreting policy and guidelines regarding contracts, events, and logistics.
• Experience ensuring that organizational practices, services, and behaviors support and promote diversity among staff.
• Working knowledge of common office computer applications such as Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook).
• Demonstrated organizational skills and ability to multi-task with demanding timeframes.
• Skill in effectively meeting budget and time constraints.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff.
• Writing skills necessary to clearly and concisely communicate important messaging.
• Ability to use discretion and maintain confidentiality.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

PREFERRED QUALIFICATIONS

• Working knowledge of SharePoint site development and design.

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.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
• Ability to work long periods of time at a computer with or without accommodation.
• This is a fully remote position, and 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.
• Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel nationally.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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.

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.

a. "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 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.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination