Mathematics Department Assistant

Job Title

Mathematics Department Assistant – University of California, Santa Cruz

This position provides administrative support to one or more departments within the Science Division. Under the general supervision of a department manager, the administrative assistant is responsible for seminar, event, and program coordination, financial transactions, general office administration, and special projects. The role requires staying current with campus policies, procedures, and systems related to all aspects of working at UC Santa Cruz.

Salary: $29.38 – $30.74 per hour (budgeted amount). Salary commensurate with skills, qualifications, and experience.

Benefits: Full benefits Schedule: Part‑time, Variable – 50% of time (20 hrs per week), Monday‑Friday, Day shift.

Classification: Career appointment Job End Date: None Work Location: UC Santa Cruz Main Campus Union Representation: CX Union Travel: Never or Rarely

• 50% – Seminar and Event Coordination:
  • Coordinate details of seminar series (minimum 3 per week per 10‑week academic quarter) and faculty recruitments (travel, accommodations, reimbursements, publicity).
  • Facilitate event planning and coordination, including scheduling, mailing lists, room reservations, media alerts, catering, travel and expense reimbursement.
  • Produce and distribute quarter schedule, web schedule, weekly flyers, and announcements.
  • Evaluate, prepare, process, and track all seminar/event expenses/income; prepare post‑event reports.
• 15% – Financial Transactions:
  • Maintain knowledge of campus fiscal policies and act as liaison for division/accounting, faculty, students, and staff on accounting regulations and procedures.
  • Prepare all forms for business transactions, including purchases, payments, recharges, and reimbursements.
  • Research and recommend vendors/prices/equipment; determine competitive prices; identify substitutes; purchase and track ergonomic equipment expenses.
• 15% – Faculty and Course Support:
  • Collect course syllabi and evaluations each quarter, track submissions, and maintain archival files.
  • Manage department classroom space.
• 15% – General Administration:
  • Greet students, visitors, prospective students, parents, faculty, and staff; answer telephone; maintain front office atmosphere and organization.
  • Update bulletin, photo, and news boards.
  • Provide general administrative support for department manager.
  • Procure and maintain administrative supplies; coordinate light refreshments and basic set‑up for weekly events.
  • Oversee scheduling and coordination of administrative and departmental meeting facilities.
  • Maintain checkout system for departmental equipment and storage areas.
• 5% – Special Projects:
  • Perform other duties and projects at same level of complexity, difficulty, and responsibility as assigned.
  • Maintain procedures manual for major functional areas.
  • Assist graduate student coordinator and undergraduate advisors on projects.
  • Maintain and upgrade administrative and computer skills to enhance office functions.

• High school diploma and/or equivalent experience.
• Strong organizational skills to manage multiple tasks, meet deadlines, and maintain accuracy amid frequent interruptions.
• Excellent customer service skills and ability to work professionally with a diverse population.
• Strong analytical, critical‑thinking, and problem‑solving skills; effective written and verbal communication skills.
• Demonstrated ability to work well 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.
• 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.
• Abi…