Assistant Director - Information Technology Systems

  • University of California, Santa Cruz
  • Santa Cruz, CA, USA
  • Jul 25, 2022
Full time Computer & Web Services, Info Technology

Job Description

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Assistant Director - Information Technology Systems



Location: Santa Cruz
Job ID: 38970

JOB POSTING

The position offers the flexibility of telecommuting two days per week and the possibility of a fully remote schedule.

 

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 08-15-2022

 

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 Undergraduate Admissions generates, reviews, and processes in excess of 67,000 applications and serves approximately 38,000 campus visitors each year. The office has 44 career staff FTE, 45-50 part-time/temporary staff, and 150 student staff. Staff work locally and regionally throughout California and the nation. 

The office is part of Enrollment Management, which includes Financial Aid and Scholarships, Orientation and Undergraduate Admissions. Enrollment Management is part of the multi-faceted academic Division of Undergraduate Education. Undergraduate Admissions, Enrollment Management and Undergraduate Education work closely with select Academic Senate committees. 

Since its founding in 1965, the University of California, Santa Cruz, has grown from 652 students to nearly 19,000 students (2017-18) and earned international distinction as a world university with high-impact research, ranking 3rd in the world for research influence by Times Higher Education, and among the top 50 universities in the world, according to the U.S. News and World Report 2017 Best Global Universities rankings. 

A campus with world-class facilities and one of the most visually spectacular settings in higher education, UC Santa Cruz offers rigorous academic programs and cutting-edge research opportunities. At the core of our progressive educational approach are our 10 distinctive residential colleges, which organize the campus into smaller living/learning communities.

More information can be found here: admissions.ucsc.edu

 

JOB SUMMARY

The Assistant Director for Information Technology Systems is a member of the leadership team, reporting directly to the Associate Director - Marketing, Events and Technology (MET). They establish objectives and procedures to meet unit goals with overall responsibility for planning, implementing and evaluating all information technology systems within Undergraduate Admissions ensuring functionality and systems integrity for Campus Solutions (CS), the Academic Information Systems (AIS), Customer Relations Management (CRM), InfoView, core technologies and other internal/external systems/databases. They serve as the primary technical liaison from the department to other academic/administrative units, including Information Technology Services (ITS) and Data Management. 

The Assistant Director for Information Technology Systems analyzes business processes and challenges; developing solutions which may involve process design, data and information architecture, and policy or procedural changes; creating highly technical specifications for systems to meet requirements; validating requirements against needs; designing details of automated systems; developing user interface design; planning and executing unit integration and end-user acceptance testing; including written documentation of manual and automated processes across multiple platforms/environments. In this role, the incumbent maintains knowledge of industry best practices and works collaboratively with other AIS process managers to maximize resources and uphold the electronic security and privacy of student records. The incumbent is responsible for implementing policies that directly affect subordinate staff, leading a team of professionals with varying areas of expertise in solving complex business or systems issues. 

The Assistant Director thinks critically and creatively about how to leverage information technology systems to address challenging business processes, to scale the work of Undergraduate Admissions professionals, and to consistently deliver on the campus' brand promise of being a progressive and bold institution. While responsible for leading a diverse team, the incumbent sets priorities, works independently, owns their work, multitasks and sees projects through to completion in a fast-paced organization. A successful candidate possesses a startup mentality, passion and tenacity for making UC Santa Cruz relevant to the world. The position offers the flexibility of telecommuting two days per week. 

 

APPOINTMENT INFORMATION

Salary Information: $99,350 / Annually.

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus / Remote

Union Representation: Non-Represented

Job Code Classification:  000540 (BUS SYS ANL SUPV 2)

Travel:  Never or Rarely

 

JOB DUTIES

30% - Supervision and Training

  • Establishes sub-unit goals, design new programs and services, and organize staff effectively to achieve goals. Provides direct supervision to a team of professionals, managing the work by coordinating, assigning and developing project plans and timelines. Recommends hiring of new employees, salary actions, terminations, and performance ratings. Set assignments, establish schedules, approve timecards and conduct annual reviews in accordance with SHR procedures. Provide overall support to staff for system testing, and mandatory compliance reporting requirements. Provide oversight in training and quality control to run annual systems testing and audit compliance checks. 


25% - Systems Operations

  • Responsible for coordination, timely delivery and maintenance of systems that support department operations. Ensure accuracy and quality in systems functioning, processing and loading of vendor supplied application and test score data; admission decisions and notification; application and enrollment statistics; and reporting. Assures ongoing maintenance and updates to changing admissions requirements; identifies and escalates business process conflicts or inefficiencies. Supervises unit integration and acceptance testing activities, and imaging systems according to regular vendor maintenance and upgrade schedules. Participate in planning for legacy and new student data systems in a distributed computing environment. Keeps up to date on current business and systems analysis methodologies, notation techniques and tools, as well as programming and database technology.
  • Researches and reports on complex issues impacting department/campus/UC processes. Monitors compliance reviews and analyzes campus and system-wide policies and procedures recommending or initiating change in functions to AIS service areas. Assists in developing internal and external policies to carry out campus and system wide mandates. As supervisor, ensure all procedures relating to the use of core technologies are clearly documented and regularly updated. Participates in developing and monitoring operational and budget processes, personnel, and space planning. Provides workflow analysis across Admissions units to inform the unit's Strategic Information Technology Systems Plan.


20% - Systems Maintenance, Security and Reporting

  • Manages and flags potential issues impacting business functions within Undergraduate Admissions (UA) and other campus departments. Coordinates implications for systems changes, analyzes feasibility, scope, and organizational impact, testing, training, problem resolution and sign-off on system changes. Oversees annual revisions to Admissions systems and databases, documenting annual program specifications for admission selection programs. Extracts data from the student information system (SIS) and other databases/sources for purposes of system testing and validation.
  •  In consultation with department leadership, reviews and approves requests from campus departments or external entities for access to any portion of admissions student data. As the Unit Information Security Lead (USIL), responsible for ensuring all information technology systems are following federal, state and university regulations safeguarding the confidentiality of student data. Supervises and ensures department practices meet all audit requirements. Develops, analyzes and presents statistical data for planning purposes and to complete surveys/inquiries from internal or external agencies.


15% - Business Process and Systems Analysis Design

  • Supports the design, development, and maintenance of Undergraduate Admissions module(s) in Campus Solutions, the centralized application processor for the University of California (UC), CRM (Slate) and other legacy systems. Supervises and coordinates the analysis, planning, and implementation of admission and enrollment functions requirements and transforms requirements into programming specifications for use by systems analysts and developers. Develops data and records management processes and systems with adequate controls aligned with state and federal regulatory requirements.
  • Collaborates broadly with department leadership to identify and implement new technology to improve existing business processes via automated process innovations. Carefully defines (in both oral and written form) business needs and proposed solutions. Specify alternative design approaches, develop preliminary and detailed systems design documents based on user/organizational needs and strategic recommendations. Help business users clearly identify and understand their processes, roles, relationships, and dependencies to systems. Interview users, observe and analyze work processes, review current systems usage and available documentation.


10% - Liaison

  • Represents Undergraduate Admissions in meetings and committees, including Team Leads, to review operational issues and proposed changes in procedures. Represents the Associate Director or Director at local, system wide, state and regional meetings on appropriate topics. Interface with end-users, management, technical staff and other partners (Colleges, Registrar, Academic and Student Affairs departments, etc.) to develop, implement, and maintain systems applications. With the department leadership, and AIS committees, establishes quality assurance strategies that meet the goals of the unit, its campus clientele, and UC; serve as a member of various standing and ad hoc committees such as the UCOP Admissions Systems Workgroup, Apply UC, etc.


 


 

Preferred and Required Qualifications

REQUIRED QUALIFICATIONS

  • Bachelor's degree in related area* and / or equivalent experience / training with an emphasis in *Computer science, data processing, computer information systems, or related field.
  • Advanced knowledge of business process analysis to increase efficiencies, effectiveness and to align with department goals. Strong skills and methodologies associated with software design, modification and implementation.
  • Advanced knowledge of data management and retention methodologies consistent with industry standards. Demonstrated experience managing large relational database systems.
  • Excellent oral and written communication skills. Ability to effectively communicate technical information in a clear and concise manner to technical and non-technical staff. 
  • Solid knowledge of fiscal and personnel management policies and practices, including risk assessment. Demonstrated ability to manage technical staff, organize and set priorities that accurately reflect department goals and objectives.
  • Advanced knowledge of project management methodologies including program design, implementation, and evaluation. Proven ability to manage large scale projects over an extended period of time and work efficiently in a fast-paced environment.
  • Strong critical thinking and problem-solving skills, with ability to be persuasive and negotiate on behalf of the department/organization. 
  • Ability to lead and work as part of a team; and collaborating with others to achieve a common goal.
  • Ability to work in a deadline driven environment, making effective use of limited resources, while maintaining a professional demeanor. Demonstrated ability to work independently and follow through on assignments with minimal direction. 


 

PREFERRED QUALIFICATIONS

  • Master's degree.
  • Experience developing and managing information technology systems for undergraduate admissions offices at a four-year college/university setting. Knowledge of related areas of information technology across large organizations particularly higher education institutions with a shared governance structure. 
  • Functional understanding of core business technologies, including Oracle PeopleSoft (AIS), CRM (Slate), project management applications (Asana), communication systems (Slack), and Google Suite or similar systems. 

Application Details

SPECIAL CONDITIONS OF EMPLOYMENT

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Must possess a valid license to drive in the state of California. 
  • Ability to work occasional evenings and weekends.
  • Ability to participate in overnight travel. 
  • Ability to comply with all UC, UCSC, and Office of Admissions policies and procedures, such as travel and entertainment. 
  • Ability to move materials weighing up to 30 lbs. with or without accommodation.
  • The University of California has implemented a COVID-19 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.
  • 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.


 

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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=38970&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.






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