Administrative Operations Specialist

This position may be considered for partial or full remote work, subject to the terms of a telecommuting agreement, with the potential need to come to campus for meetings on occasion. 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 in person at a UCSC worksite.

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

The Office of Research has primary responsibility for research policy, planning, and administration of the UC Santa Cruz Research enterprise. The Office of Research (OR) supports the research community through five units: the Office of Sponsored Projects, Research Development, the Office of Research Compliance Administration, the Innovation & Business Engagement Hub, and Office of Research Business & Operations.

JOB SUMMARY

The Administrative Operations Specialist provides operational, compliance, and communications support for the Offices of Sponsored Projects (OSP), Research Compliance Administration (ORCA), Proposal Administration, the Assistant Vice Chancellor for Research, and other Office of Research units as needed.

Key duties include intake and triage of documents and inquiries, data entry, record management, and documentation in compliance with institutional and sponsor policies. The Specialist supports research administration and compliance systems, including website updates and resource management.

This role also coordinates workflows, prepares and distributes reports and communications, tracks projects, and contributes to process improvement. The Specialist serves as a resource for OSP and ORCA staff and leadership, managing data, procurement, and compliance-related tasks with accuracy and confidentiality.

APPOINTMENT INFORMATION

Budgeted Salary: $36.92 - $40.37/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: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004263 (Administrative Officer 2 CX)

Travel: Never or Rarely

JOB DUTIES

55% - Operational Support

• Manage intake of inquiries, proposal and award documents, research compliance forms, and other documentation, including assignment to appropriate team/staff, documentation in relevant systems, and response as appropriate.
• Manage unit purchases including purchase orders and transaction reconciliation.
• Manage payments for memberships and subscriptions.

25% - Compliance Tracking

• Coordinate and support tracking, reporting, and documentation of compliance with and completion of research compliance trainings.
• Provide operational support for research compliance committees.
• Monitor delinquent closeout reporting.
• Support reporting, disclosure, and waiver processes.
• Support subaward requests, including process initiation, subrecipient document collection and review, and documentation.

10% - Data management

• Manage data entry, account creation and management and updates for web-based protocol system (Cayuse), Collaborative Institutional Training Initiative (CITI), and other system accounts utilized by OR to support research activity.

10% - Communications

• Support updates of website content for OR teams.
• Support development and distribution of OR newsletter and other research administration-related communications.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and/or equivalent experience and/or training.
• Knowledge of administrative functions for a unit including purchasing, document management and scheduling.
• Knowledge of administrative data management, report generation, and output analysis.
• Knowledge of records management and documentation practices that ensure accuracy and compliance with institutional and sponsor policies.
• Working knowledge of common computer application programs.
• Working knowledge in maintaining a database or shared system
• Working knowledge with maintaining websites using Wordpress or similar content management system.
• Solid verbal communication skills.
• Solid written communication skills.
• Solid interpersonal skills.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to assess, update, and streamline administrative procedures to support operational effectiveness.
• Ability to manage a high volume of inquiries and provide timely support.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.

PREFERRED QUALIFICATIONS

• Ability to interpret and apply university, state, and federal policies and compliance requirements in an administrative setting.
• Experience with or understanding of university research administration and/or compliance.

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 has the option to work a hybrid work schedule. 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.
• 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. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

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.