Mathematics Department Assistant

NOTIFICATIONS

The Mathematics Department Assistant position modality is fundamentally on-campus (not remote).

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: 01/06/2026

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

This position provides administrative support to one or more departments within the Science Division. Under the general supervision of one or more department managers, the administrative assistant is responsible for seminar, event, and program coordination, financial transactions, general office administration, and special projects. These duties require staying up-to-date with ever-changing campus policies, procedures, and systems related to all aspects of working at UC Santa Cruz.

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

JOB SUMMARY

This position provides administrative support to one or more departments within the Science Division. Under the general supervision of one or more department managers, the administrative assistant is responsible for seminar, event, and program coordination, financial transactions, general office administration, and special projects. These duties require staying up-to-date with ever-changing campus policies, procedures, and systems related to all aspects of working at UC Santa Cruz.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38 - $30.74/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:

• Part-time, Variable
• Percentage of Time: 50%, 20 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Seminar and Event Coordination

• Coordinates details of seminar series (minimum 3 per week for each 10 week academic quarter) and faculty recruitments (travel, accommodations, reimbursements, publicity).
• Facilitates event planning and coordination, to include some or all of the following: organizing event and duties; organizing mailing list and mailings, reserving rooms, alerting media, arranging catering, completing travel and expense reimbursement.
• Produces and distributes quarter schedule, web schedule, weekly flyers and announcements.
• Evaluates, prepares, processes and tracks all seminar/event expenses/income; prepares post-event reports.

15% - Financial Transactions

• Maintains knowledge of campus fiscal policies and practices and acts as resource and liaison for division/accounting, faculty, students and staff on current accounting regulations and procedures.
• Understands proper use of and prepares all forms for business transactions, including purchases, payments, recharges and reimbursements for visitors, faculty, and staff.
• Researches and recommends vendors/prices/equipment for various department purchases; determines most competitive prices; identifies substitutes for supplies and low value equipment; purchases and tracks expenses for ergonomic equipment.

15% - Faculty and Course Support

• Collects course syllabi and evaluations from each class each quarter, tracks submissions, maintains archival files.
• Manages department classroom space.
• 15% - General Administration
• Greets students, visitors, prospective students, parents, faculty, and staff, answers telephone, maintains front office department office by establishing pleasant atmosphere, posting appropriate material, and maintaining order in the reception area.
• Updates and maintains bulletin, photo and news boards in office and atrium.
• Provides general administrative support for department manager.
• Procures and maintains administrative supplies for the department.
• Coordinates light refreshments and basic setup for weekly department events.
• Oversees, schedules and coordinates administrative and departmental meeting facilities.
• Maintains checkout system for departmental equipment.
• Maintains departmental storage areas and cabinets in neat, organized order.

5% - Special Projects

• Performs other duties and projects at same level of complexity, difficulty, and responsibility as assigned.
• Maintains procedures manual for major functional areas of the job.
• Assists graduate student coordinator and undergraduate advisors on projects.
• Maintains and upgrades administrative and computer skills to ensure that office functions are enhanced for optimal efficiency.
  

REQUIRED QUALIFICATIONS

• High school diploma and / or equivalent experience.
• Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and maintain accuracy amid frequent interruptions.
• Excellent customer service skills and the ability to work professionally with a diverse population.
• Strong analytical, critical-thinking, and problem-solving skills.
  Effective written and verbal communication skills, with the ability to convey information clearly, concisely, and accurately.
• Demonstrated ability to work well both independently and collaboratively as part of a team.
• Demonstrated flexibility, initiative, sound judgment, and discretion.
• Proven experience performing increasingly complex administrative work, including information management, scheduling, administrative operations, financial processes, office equipment, and filing systems.
• Proficiency using computers for word processing, spreadsheets, database entry, email, and internet research with speed and accuracy, including the ability to learn new software and technical systems.
• Ability to learn, interpret, explain, and apply a wide range of policies, procedures, and regulations.
• Experience working with a diverse clientele and engaging effectively in one-on-one and group interactions.
• Basic math skills sufficient to prepare and review financial documents and reports.
• Ability to take projects from conception through completion with minimal supervision.
• Knowledge of, or the ability to quickly learn, accounting principles, fund accounting, budgeting, cost accounting, financial reporting, and financial analysis.

PREFERRED QUALIFICATIONS

• Knowledge of higher education academic programs, policies, and procedures.
• Familiarity with UCSC systems such as CruzBuy, CruzFly, DocuSign, and Google Suite.
• Prior experience supporting academic departments.

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.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, 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 occasional evenings and weekends as directed.
• 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.