Administrative Specialist

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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: 05-26-2026

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 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 participates in mutual aid agreements with neighboring law enforcement agencies and other UC campuses statewide. The police department also has responsibility for Emergency Management, Police Student Ambassador Program, crime prevention, and physical security systems.

The Police Department is 24 hours a 24-hour-a-day, 7-day-a-week operation. The UC Santa Cruz Police Department seeks to hire individuals who embrace working within a diverse community, who can also: Communicate effectively with students, staff, faculty, and community members who come to UC Santa Cruz from varied backgrounds; Foster trust, credibility, and collaboration with the campus community; And demonstrate teamwork and collaboration that advances safety and security for the UC Santa Cruz community.

More information can be found at: https://https://police.ucsc.edu/

JOB SUMMARY

Under the general supervision of the Chief of Staff & Administrative Manager, the Administrative Specialist provides administrative support in areas that are essential to the operations of the Police Department: purchasing, facilities, payroll/personnel, and fiscal, and provides general administrative assistance to departmental staff. The Administrative Specialist serves as the liaison with various campus departments, other units on campus, other campuses, and outside agencies regarding purchasing, facilities, payroll/personnel, fiscal, and administrative support. The incumbent is expected to independently initiate work, resolve problems, implement solutions, and keep the Chief of Staff & Administrative Manager apprised of changes or problems.

This is a professional staff (non-sworn) position in the UC Santa Cruz Police Department. A high level of awareness, diplomacy, and sensitivity is critical for this position. The ability to positively interact with Police Department employees, University officials, staff, faculty, students, community members, visitors, and professionals from other government agencies is required of incumbents to develop, maintain, and successfully perform in this customer service position.

This position plays a critical function in the criminal justice system, and is a very critical position within the UC Santa Cruz Police Department. The position is considered an essential worker under the government code.

APPOINTMENT INFORMATION

Budgeted Salary: $33.79/hour
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, and additional days/hours as needed for critical events and emergencies.
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX, Clerical Unit

Job Code Classification: ADMIN OFCR 2 CX (004263)

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 and other resource 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/required back-up information and documentation.

*Use CruzFly to reconcile travel and purchase expenses.

20% - Fiscal Support

• Maintain databases used for tracking payroll, overtime, recharges, uniform allowances, and other departmental expenses. Conducts trend analysis and makes recommendations.
• Process recharges and journal entries for planned and unplanned events, ensuring that forms have been submitted; verify accuracy of charges and resolve problems associated with payment or billing.
• Verify charges from other departments (e.g. Information Technology Services (ITS), Fleet Services, Physical Plant) and vendors.
• Monitor the general ledgers, ensuring expenditures are accurate, revenues are received, and proper account numbers and activity codes have been used. Resolve discrepancies in a timely manner.
• Adhere to campus financial and personnel policy and communicate with managers on 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 of and compliance with University financial policies and procedures.

• Deposit funds into appropriate accounts, adhering to campus and University of California Office of the President (UCOP) policies.
• Maintain departmental files and records in accordance with disposition guidelines.

20% - Payroll/Personnel

• Accurately apply human resources policies and procedures, collective bargaining agreements, and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
• Apply the unique timekeeping requirements for sworn personnel using campus manuals, Police General Orders and University-wide Police Policies and Procedures manual, and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
• Perform duties of the Time Sheet Coordinator, updating employee schedules within CruzPay, and adhere to deadlines for submission of time sheets, leave records, and supporting documentation. Collect and verify the accuracy of the documentation and then submit the information within campus deadlines.
• Serve as a liaison with Staff Human Resources to reconcile employee time and attendance reporting by using the web-based enterprise time and attendance system (CruzPay) or other approved reporting systems. Research and resolve discrepancies and problems relating to the proper completion, collection, and retention of time records.
• Maintain and manage personnel files relating to department time reporting and other fiscal matters.
• Prepare forms for the recruitment, separation, or promotion of personnel.
• Prepare new hire packet for supervisors. Ensure that all forms have been properly completed and forwarded to the Chief of Staff & Administrative Manager in a timely manner.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
• Compile data and records as requested during various audits. Ensures accuracy of records and financial files and that all appropriate documentation and authorizations are maintained for compliance with federal and state agencies and university regulations.

15% - Administrative Operations

• Provide administrative support to the Chief of Staff & Administrative Manager, Chief, Captain, and Lieutenant in the areas of correspondence, scheduling meetings, reserving meeting space, liaison, and problem-solving.

*Coordinates and maintains departmental accreditation files required for International Association of Campus Law Enforcement Administrators (IACLEA) standards.

• Ensure guests and visitors are routed to the appropriate department and issue visitor badges as required.
• Lead and train student ambassadors/interns.
• Report to work during emergencies or critical incidents. Collect and maintain data required by the Federal Emergency Management Agency (FEMA), California Offices of Emergency Services, and the university.

*Locate and procure emergency supplies. Provide administrative and logistical support to the Chief of Staff & Administrative Manager and Chief of Police in the Emergency Operations Center (EOC).

*Provide administrative support for special events and critical incidents (e.g. Purchasing, Material Management, college CPSs and CAOs, Physical Plant, and Housing, etc.)

• Independently drive and travel for training, events, and meetings both locally and within the State of California.
• Travel for training and meetings within the State of California.

5% - Facilities/Equipment Inventory/Space Planning

• Administer facilites and space logistics and manage equipment needs.
• Maintain equipment inventory list issued by Material Control, and perform yearly inventory.
• Track maintenance schedules for specialized equipment; arrange for repairs and maintenance. Anticipate needs and delivery of services.
• Surplus unused equipment working with Sales and Surplus to ensure the best price is received for specialized equipment.
• Maintain a list of departmental equipment.
• Work with supervisors within the department to issue equipment to employees; maintain a list of equipment issued to individual employees and ensure all equipment is turned in when an employee separates.
• Develop systems for storage of equipment; ensuring proper care is taken of departmental goods.
• Ensure the departmental vehicles are registered with the California Department of Motor Vehicles (DMV) on time.
• Work with Fleet Services to resolve administrative type problems with the department vehicles.
• Track keys issued to the Police Department and keys issued by the Police Department.
• Prepare Physical Plant work orders as requested and follow up on work being done.
• Train and provide Department Ergo Assessments for the ErgoCruz Program to all staff.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally. Demonstrated ability to communicate effectively orally.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff in writing. Demonstrated ability to communicate effectively writing; ability to produce memos, reports, and letters and email correspondence in a clear, concise, logical and grammatically correct manner. Proficiency in the use of English grammar, spelling and punctuation skills.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Ability to conduct complex financial transactions in fast-paced environment.
• Knowledge of standard accounting principles, practices and terminology.
• Substantial experience working in a customer service driven, dynamic environment with rapidly shifting priorities, heavy workload and frequent interruptions.
• Ability to interact in a professional, friendly, courteous manner with the campus community and public.
• Demonstrated filing, recordkeeping and forms processing skill, and the ability to develop and maintain accurate and legible records with strict attention to detail. Excellent record keeping skills with strong attention to detail and a high degree of accuracy.
• Excellent computer skills with the ability to learn new applications as needed. Expertise using spreadsheet applications, word processing software and database systems. Demonstrated experience using software such as Word, Excel, email, calendar, and other computer programs to produce documents, forms, reports, statistical information, and spreadsheets. Working knowledge of common organizational and other computer application programs.
• Demonstrated ability to effectively and tactfully interact with diverse groups of people and work effectively in a team situation.
• Ability to be impartial and objective with persons of various backgrounds and personalities.
• Demonstrated ability to read, and apply complex regulations, policies and control principles.
• Demonstrated ability to listen effectively and speak in a clear concise manner sufficient to obtain information, explain policies and procedures and provide instructions and directions.
• Demonstrated ability to solve problems and work independently, using good judgment. Ability to use sound judgment in responding to issues and concerns.
• Demonstrated numerical, and problem-solving skills sufficient to research issues and develop and recommend solutions.
• Knowledge of standard office practices, procedures and methods including the operation of common office equipment.
  

PREFERRED QUALIFICATIONS

• Familiarity working for a public university.
• Experience with campus financial system (Banner/FIS), UC Path, Purchasing system (CruzBuy) and Campus Data Warehouse systems.
• Experience working in a University law enforcement environment.
• Ability to complete Journal entries other financial transactions.

SPECIAL CONDITIONS OF EMPLOYMENT

• Employee will be a staff member of the UC Santa Cruz Police Department and therefore must pass a thorough background investigation of personal and work history, including a fingerprint check of criminal history, post-offer medical and psychological exam, and a credit check, and possess a valid California driver's license. As part of the background investigation process, you may be subjected to a detection of deception examination, such as a voice stress analysis or polygraph exam to verify the truthfulness of information that applicants have provided on the CA POST Personal History Statement (PHS) and to the background investigator directly.
• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess CPR/First Aid/AED certification or have the ability to obtain it within 60-calendar days of hire.
• Must possess a valid license to drive in the state of California and participate in the Department of Motor Vehicles (DMV) pull notice program.
• Interviewees will be required to provide a current DMV record.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to ascend/descend ladders with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to occasionally work overtime with little or no advance notice.
• Ability to respond to emergencies after hours as necessary.
• 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 take a TB test.
• Selected candidate will be required to provide proof of negative TB test.
• Clery Act: This position has been identified as a Campus Security Authority (CSA); required to report crimes, incidents, and disciplinary referral statistics as required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC * 1092(f)).
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

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.

• "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 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.