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Student Advocate Office Chief of Staff
Non Work-study

Hiring Information
Hiring Unit: Student Success
Pay Rate: 1.00
Final Filing Date: 9/18/19 or
Until Filled
Employment Date: ASAP TO Jun-13-2020
Hours: 0
Schedule: must be 0 for BYA's
Job Description
Skills Required:
Skills in performing a variety of duties, often changing from one task to another of a different nature.
Knowledge of common University-specific resources, departments, and divisions.
Skills in monitoring / assessing people, processes or services, to make improvements.
Skills in project management, social perceptiveness to be aware of others' reactions and understanding why they react as they do.
Ability in problem identification, reasoning, ability to develop original ideas to solve problems, persuade others, and lead.
Ability to design and oversee implementation of student and staff services and programs in an efficient and cost-
effective manner leading to continuous improvement of services.
Demonstrated written and oral communications skills to communicate effectively and diplomatically with a diverse
group of students, faculty, administrators, staff, and community groups, both individually and in group settings.
Excellent problem solving skills.
Must be intimately knowledgeable and have an understanding of university governance and the decision-making
process, including nuances of a shared governance model and culture.
Evidence of ability and experience in creating opportunities for partnership and collaboration with academic
leaders, deans, faculty, and others in the interest of advancing student success.
Demonstrates ability to provide management and operational support to monitor compliance with student advocate office and university policies as well as relevant state and federal laws.
Experience in development, interpretation, dissemination, application, and enforcement of policies and
Ability and skills in managing large budgets, fundraising, and financial analysis.

Special Conditions:
Ability to work a flexible schedule that includes nights and weekends.
Ability to travel to and participate in university related business, conferences, meetings, and events
outside of normal business hours.
Must be able to attend trainings with multiple departments and campus units, as well as training for confidentiality, fair hiring, sensitivity, etc.
Must be able and willing to respond to student issues outside of normal business hours.

Skills Preferred: Experience with managing and mediation.
Experience working with students in crisis.
Percentage of Time Duty
100% Job Function Summary:
Involves a wide range of management and supervising for the Student Advocate Office. Provides support to Student Advocate in casework, policy, recruitment, and management for the Office. Advises Student Advocate on structure and needs of the office and collaborates with Advocate to effectively run the office.

Generic Scope:
Oversees Student Advocate Office through directors of the major divisions. Has significant responsibility to achieve broader set goals made by the Advocate. Determines objectives, directs programs, develops strategies and policies, manages human, financial, and physical resources, and functions with a high degree of autonomy. Proactively assesses risk to establish systems and procedures to protect students and organization.

Department Overview:
The Student Advocate Office is a non-partisan, non-legal program a part of the Office of Student Life of the Student Union Assembly at UC Santa Cruz. We offer support and advice to any undergraduate student in need of help with financial aid, basic needs, conduct, and academics. Our caseworkers serve as a bridge between students and administrators. Navigating this university can be challenging and caseworkers will provide students with assistance and support with grievances and/or disputes. All assistance is free and confidential.

Key Responsibilities:
40% - Casework: Lead new caseworker trainings and other internal annual office trainings (sensitivity trainings, etc.). Forward cases that come in from chief of staff email to the appropriate division directors and oversee director’s delegation of cases. Check-in with division directors about their capacity and support when needed. Supervises case management system and oversee their implementation. Helps caseworkers deliver application review to Emergency Housing Committee for deliberation of funds. Responsible, along with the Advocate, for ensuring that office operations are running smoothly, and they will take on cases when they are highly sensitive or carry over from the year before. This also includes supporting caseworkers or directors handling difficult cases and providing general casework counsel to those who need it.

20% - Employee Relations: Has responsibility for the following employee related areas within the Student Advocate Office. Assesses short and long-term goals; providing guidance, feedback,and direction on complex casework, policy, and office structure; develops new initiatives for the office to take on, as well as promoting a culture of assessment and continuous improvement utilizing evidence-based decision-making strategies.
Management: Monitor the anonymous feedback form and complaint resolution form. Facilitate disputes or conflicts in the office, should they arise. Execute End of Year feedback form and retreat. Improve internal policy on how to handle conflicting cases. Revise materials from past years Improve caseworker training. Create casework shadowing guidelines. Manage casework feedback form from clients and improving casework guidelines.
Accountability: Track caseworker and leadership attendance. Run end of quarter check-in surveys and processes for directors and caseworkers. Maintain and implement accountability plans as necessary, in coordination with division directors.
Recruitment: Develop plan for recruitment outreach (especially to underrepresented communities in our office) and delegate tasks. Execute recruitment events for new caseworkers:
Schedule the recruitment timeline and outreach
Schedule tabling and publicity during recruitment
Design and purchase of flyers
Prepare slides and booking rooms for the information sessions
Prepare applicant evaluation system
Schedule interviews
Email all applicants about leadership’s final decision (acceptances and rejections)

15% - Budget Management and Financial Analysis: Create and manage budget as Head of Finance and Operations. Develop creative financial solutions and make projections using present and future values. Oversee Head of Events planning and budgeting for events. Works closely with Student Advocate, Dean of Students, and Financial Aid for individual student cases and to process funding allocations from Emergency Housing Fund.

15% - Campus and External Communication:
Public Relations: Assist with collaborations with campus and external partners. Sit on or be appointed to Committees with or in place of the Advocate, including administrative, Chancellors, and UCOP committees. Attend UC-wide conferences when relevant. Create SAO Year in Review document that summarizes policy projects and achievements. Take note of issues/PSAs that are important for our office to publicize and utilize our social media (Facebook, Twitter). Comment on student issues as an SAO representative to City on a Hill Press and other news sources. In an event the SAO must take immediate involvement, the chief of staff will create a statement on the office’s behalf to the student body.
Communication: Create meetings with different campus units. Coordinate trainings (led by Chief or campus partners) to support the work of caseworkers. Attend divisional policy meetings when possible to help push divisional projects forward. Coordinate cross-divisional projects and ensure communication among divisions. Assist caseworkers in communicating with administrators and departments.

10% - Office Management: Shows strong management skills through collaboration with the Advocate. Prepares agendas for general meetings and director’s meetings. Manage email domain and create new emails. Manage case management system and organize drive. Schedule office meetings and send out google calendar invitations. Reserve rooms. Maintain and purchase new office supplies
Courses Required:
Computer Keyboarding Filing Alpha
Macintosh Numerical
Windows Color
Unix Driving Car
Word Processing Truck
Spreadsheet Other Lifting
Databases Fingerprinting Required
Other Hazardous Substances
Special Comments: Email a resume and cover letter to the Vice President of Student Life, Isabella Bullock, at Failure to do so will result in your immediate disqualification.
Payroll Information
Service Team: SHR Operations
Hiring Supervisior: Moua, Bao-Nhia
Supervisor Phone: 831-459-4838
Supervisor Email:
Account Numbers: 7-680568-4044-20185-SUAINT-2
Home Department: 000330
Classification: Appointed Official, Student Activities
Title Code: 4329
Date Approved: 8-28-2019


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