Undergraduate Student Government Operations Coordinator at UC Santa Cruz - Dean of Students Office in Santa Cruz, California

Job Description:

About the Organization:

The Student Union Assembly (SUA) is the official undergraduate student government at UC Santa Cruz. The organization represents over 18,000 undergraduate students on the administrative, local, state, and federal level. Founded in 1985 to establish the Banana Slug as our official mascot, the SUA has been dedicated to over three decades of public service to the student body.

The Student Development and Engagement/Dean of Students (SDE/DOS) unit is one of four major units within the Division of Student Affairs and Success. SDE/DOS provides a range of programs, services, resources and experiences for all students with a focus on student engagement, leadership, basic needs and sense of belonging. Equity and social justice are at the core of the unit's approach to working with students and cultivating a vibrant, healthy and welcoming campus community.

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

About the Position:

Under the general supervision of the Associate Dean of Students for Leadership & Engagement, and in collaboration with the elected officers of the Student Union Assembly (SUA), the Undergraduate Student Government Operations Coordinator utilizes advanced, specialized expertise in providing direction and guidance to members of the SUA while resolving complex cases and situations related to policy, financial stewardship and administrative business as it relates to the SUA. The Coordinator is responsible for managing a complex student affairs program, which includes management and oversight for all financial and administrative operations.

Utilizing the SUA Constitution and By-Laws, University Policy, and state and federal regulations, the Undergraduate Student Government Operations Coordinator will be responsible for ensuring compliance and accuracy of the SUA's budget and personnel activities. The coordinator will support student leaders in the area of fiscal operations, budget and resource allocation planning, travel, and event planning. This position requires the ability to work with insight, tact and diplomacy when interacting with constituents within the SUA, Dean of Students Office, UCSC and external communities. The incumbent works independently with a high degree of confidentiality, and is responsible for stewarding aspects of risk and safety as it relates to programming, events and student travel.

Job Description:

50% - Financial, Resource, and Personnel Support

• Administers the budgetary and financial operations of the SUA (approximately $500,000 operational budget) including but not limited to: maintaining the permanent budget; initiating and processing all expenditures associated with student travel such as travel cash advances, lodging and transportation reservations, post travel reconciliation and reimbursement requests; purchasing for programming and entertainment; processing financial transactions including purchase orders, ProCard expenses, direct payments to students and vendors; initiating all transfers of expense and funds on behalf of SUA; cash deposits and reviewing. The Coordinator will have the authority to approve food and entertainment expenses up to $1,000.
• Ensures compliance with unit, divisional, campus, and systemwide fiscal policies, procedures, and internal control guidelines, general accounting policies and practices, and state and federal laws.
• Demonstrates consistent oversight, attention to detail and timeliness to ensure the appropriate and optimal use of funds.
• Reviews budget with the SUA on a regular basis to ensure that all university financial policies, SUA Bylaws and Constitution are adhered to.
• Advises the SUA in the development and implementation of budget standards to ensure compliance with internal controls, campus policy and fund language. Makes recommendations to the SUA regarding the chart of accounts, reserve accounts, and carryforward funds.
• Advises the SUA through the strategic planning process to help support organizational and departmental goals.
• Advises the SUA's program funding board (SOFA) to ensure that all funding awards are allocated in an appropriate manner; oversees and manages administration of funding processes to ensure timely reviews and distribution of requests, notifications and allocations.
• Administers the student employment enterprise for the SUA. The SUA hires approximately 60 student interns on an annual basis, and an additional 50-75 students are hired to serve on campus-wide committees. Guides SUA members through all aspects of student employee hiring, including recruitments, hiring, and maintaining accurate records that ensure that all university policies are adhered to. Works closely with the employment and payroll teams at Career Success and Staff Human Resources to ensure that all students are hired and paid per university policies and in a timely manner. Serves as the supervisor of record for all student interns, will approve both bi-weekly and by agreement (BYA) pay, and will administer all aspects of performance management and coaching.

25% - Student Advising and Innovative Practices

• Develops and maintains complex or sensitive relationships with internal organizations and community partners that are critical to program success.
• Independently researches and analyzes policy in order to advise student leaders. Provides SUA with timely advice in applying legal requirements, University policy and procedure, and government regulations, consulting with campus partners as needed.
• Advises SUA officers and interns in all aspects of event planning, including advising on the major events policy, logistical planning, budget planning, completion of purchase orders and entertainment request forms and insurance/liability. Helps coordinate events and be present as appropriate, to ensure that students are able to achieve their goals related to event planning. Major events may include: concerts, large scale conferences and others.
• Maintains strict confidentiality, tact and professionalism in interactions and collaborative efforts.
• Under the supervision of the Associate Dean of Students for Leadership & Engagement, develops and maintains an annual, comprehensive on-boarding, training and mentoring program for SUA to include: understanding the university organizational structure and function, university policies and regulations, operational protocols, fiscal management and budgeting, history of student life and campus life, student leadership development, parliamentary procedure, cultural fluency, team building, and how to navigate the institution effectively.

25% - Office Management and Administration

• Administers all records management for the SUA, including elections records, budget and personnel records, etc.
• Coordinates and administers daily operations in the SUA office such as safety and security, technology security monitoring inventory, ordering office supplies, coordinating repair and maintenance of equipment. Ensures that the SUA office is organized, welcoming and clean, and maintain signage so it is current.
• Oversees technology operations for the SUA, ensuring that all software licensing is current, that computers and equipment are maintained with the current and appropriate software programs, and that technology needs such as troubleshooting, maintenance and upgrading workstations are monitored. Serves as a back-up web designer for the SUA and SCOC websites, with training provided.
• Assists and advises SUA officers and interns on the development and implementation of marketing campaigns, informational flyers, social media campaigns and newsletters. Stays current on emerging marketing trends and be available to guide students in this area.
• Drafts and prepares reports, memoranda and correspondence as needed, on behalf of SUA officers, and Associate Dean of Student Leadership & Engagement related to SUA operations.
• Collaborates with the Associate Dean of Students & Leadership Engagement to ensure that SUA officers are meeting with Chancellor, EVC/Campus Provost and other campus leaders on a regular basis to ensure discussion of common goals and initiatives.
• Develops and maintains comprehensive knowledge of campus policies, procedures and regulations related to student government operations.
• Conducts research and coordinates support of projects related to SUA mission, using statistical analysis and/or drafting reports and letters; researches logistical information in support of SUA projects.

• Bachelor's degree in related area and / or equivalent experience / training.
• Working knowledge of finance policies, practices, and systems.
• Ability to gather reasonably retrievable information to organize, and perform basic financial analysis assignments.
• Demonstrated ability to effectively present information verbally and in writing clearly and concisely.
• Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports.
• Excellent service orientation.
• Demonstrated ability using organizational skills to multi-task in a high volume environment.
• Ability to function as a team member.
• Ability to use sound judgment in responding to issues and concerns.
• Demonstrated ability to bring a high level of cultural fluency to the workplace.
• Demonstrated interpersonal and conflict resolution skills.

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