Sip Operations Coordinator

3 weeks ago

Santa Clara, United States University of California Santa Cruz Full time

**SIP Operations Coordinator**

**Location**: Silicon Valley

**Job ID**: 69105

JOB POSTING

Please note this is a seasonal, temporary position during the summer months while SIP is in session.

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**INITIAL REVIEW DATE (IRD)**

The IRD for this job is**: 05-30-2024**
**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 Science Internship Program (SIP) offers high school students the opportunity to spend their summer interning with research groups and labs at UCSC doing research with professors, post-doctoral students and graduate students. SIP grows each year and most recently placed 315 students in research areas across all five academic divisions to work on current ongoing UCSC research.

**JOB SUMMARY**

Under the supervision of the SIP Assistant Director, the Operations Coordinator is responsible for supporting the academic and logístical aspects of the SIP program on the UCSC campus. The incumbent coordinates logistics and provides administrative support to prepare for a successful summer for the mentors and interns who participate in the program. Responsibilities include responding to student and parent inquiries, playing an active role in the recruitment and admissions season, purchasing materials for year-round and summer needs, providing administrative support to the SIP outreach staff, event support, and providing an active presence in the SIP office during the summer program in support of program needs.

**APPOINTMENT INFORMATION**

**Budgeted Salary**: $28.59 - $30.61/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**: Core benefits

**Schedule Information**:

- Full-time, Fixed
- Percentage of Time: 100%, 40 Hours per Week
- Days of the Week: Mon-Fri primarily
- Shift Includes: Day, Weekend

**Employee Classification**: Limited appointment

**Job End Date**: 08/16/2024

**Work Location**: Silicon Valley (Santa Clara, CA)

**Union Representation**: CX Union

**Job Code Classification**: 004722 (BLANK AST 3)

**Travel**: Never or Rarely

**JOB DUTIES**

50% - Program Support
- Supports the Director and Assistant Director in annual reviews and updates of all parent, student, and academic handbooks and manuals.
- Follows up with all SIP mentors regarding the support for all summer needs and logistics.
- Coordinates any changes, additions, or cancellations to academic and residential activities and events, including weekly transportation, housing reservations, and payments, while effectively supervising student staff during the summer implementation of the program.
- Inputs purchasing requests into a computerized financial information system to create purchase orders.
- Processes direct payment forms for payments, reimbursements, refunds to individuals, entertainment, payments to vendors, and agreement payments. Obtains necessary approvals and supporting documentation.
- Processes invoice payments against purchase orders. Ensures that goods have been received, appropriate online receiver documentation is completed, and that vendors receive payment by the due date.
- Prepares pre-travel and post-travel forms and processes travel advances as directed. Assists staff with travel arrangements as needed.
- Adheres to internal control principles and systems, which include separation of duties when processing financial transactions, appropriate authorization and approval mechanisms, safekeeping of assets, and review of records.
- Maintains a process for collecting and tracking financial transactions for the program. Reviews for accuracy and reports progress on a regular schedule and as requested. Tracks expenditures.
- Coordinates tracking of daily and weekly summer program attendance, follow-up for both commuters and residential interns, database use, payment vs. usage, tracking and monies owed, requesting payment, facilitating refunds, and tracking the progress of transactions.
- Tracks hiring paperwork completion for mentors and follows up with mentors to ensure completion of all hiring steps by deadlines and compliance with HR policies.

20% - Event Support
- Oversees program event calendar.
- Assists with coordinating all SIP special events (Opening Day, Closing Day, Community Beach Day, Communi

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