Project and Operations Analyst

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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: 10/23/2025

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

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the division of DSAS and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents. CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families

JOB SUMMARY

Under the general supervision of the Executive Director, Capital Planning, the Project and Operations Analyst primarily supports activities related to DSAS capital construction, project fund management, facility assessment, furniture acquisition, and program transition planning. The incumbent would also support the CHES Major Maintenance program, which consists of 60-100 open projects with an aggregate project budget of $50 million. The program is responsible for collecting requests, prioritizing projects, advising leadership, coordinating funding, implementing approved project scopes including participating in project management during all phases of project planning, design and construction as the projects' progress from conception to completion.

The Policy and Operations Analyst also supports the Executive Director with DSAS Facility Projects while also overseeing the DSAS space assessments, evaluating DSAS program spaces; recommending changes in space utilization or repairs to maintain overall facility health. This position evaluates existing DSAS program spaces and recommends cost-effective solutions or changes that integrate within the overall DSAS facility strategy.

The incumbent must work cooperatively with multiple teams of professionals, both internal and external to CHES and DSAS to implement these duties. The position works collaboratively across all campus-based service providers and units that are responsible for facility design and operations.

APPOINTMENT INFORMATION

Budgeted Salary: $90,000 - $100,000/annually. 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: Scotts Valley (SVC), This position's office will be at Scott's Valley, but the incumbent will be driving to campus multiple times a week.

Union Representation: Non-Represented

Job Code Classification: PROJECT POLICY ANL 3 (007398), Grade 21

Travel: Never or Rarely

JOB DUTIES

40% - Program Support and Space Utilization

• Equipment/Furniture Acquisition and Moves Coordination
  • Supports all components related to the selection and acquisition of furniture, inclusive of coordinating visits with approved vendors, obtaining quotes, entering purchase orders, budgeting, and scheduling deliveries. Coordinates development and updates CHES furniture standards with Campus Purchasing and CHES programs.
  • Coordinates with CHES Facilities Operations on impacts of furniture selection and ordering, inclusive of warehouse inventory control and warehouse utilization. Evaluates design standards throughout selection and purchase of new furniture and equipment.
  • Facilitates the initiation and processing of purchase orders for new furniture with Purchasing as well as CHES or DSAS.
  • Budgets, plans, coordinates and implements moves for both DSAS and CHES units, inclusive of small building modifications when needed.
  • Schedules job walk, defines work scope and obtains bids from moving vendors. Evaluates bids for quality and cost.
  • Acts as liaison and contact person for programs being moved.
• DSAS Facility Oversight and Space Utilization
  • Manages DSAS space utilization requests and performs DSAS facility assessments.
  • Responsible and collaborates with DSAS SCO and DSAS leaders, act as client manager for all projects and moves.
  • Responsible and collaborates with DSAS SCO for annual inventory process.
  • Point of contact for all DSAS space inquires for concerns with the function of existing spaces and new requests.
  • Maps use of program spaces to staffing lists. Identifies programmatic needs for various units and reconciles with existing space.
  • Drafts and management of execution of Memorandums of Understanding for temporary or permanent space changes
  • Evaluation of spaces to understand problem areas and prioritize needs for program users, investigate as needed. Issue work orders for corrections (if relevant). Track repairs to completion. Follow-up with program users as needed.
  • Coordinate with program staff and communicate program impacts.
  • Supports the decanting plans as needed. Develops all aspects of decanting, such as move coordination, space utilization and budgeting.
  • Acts at key coordinator within DSAS units. On point for key collection, check-out, and return.

30% - Capital and Major Maintenance Project Support

• Supports the Executive Director and Associate Director all phases of the design and construction process for CHES and DSAS Capital and Major Maintenance projects
• Project Management and Construction Support
  • Participates in the selection and direction of consultants involved in the program development, planning of new sites and building projects
  • Coordinates project activities with primary project stakeholders including DSAS Staff, PPDO project managers, CHES Facility Asset Coordinators and other end users to ensure accurate programming and timely and planned completion of projects. Ensures buy-in and continued project review by all campus-based service providers and units that are responsible for facility design and operations. Works with the CHES Conference Services Office to mitigate negative impacts of projects on its operations.
  • May represent CHES at weekly construction meetings and monitors projects at all stages of construction. Informs Executive Director of work and scheduling issues. Prepares weekly briefing reports on project status for the Executive Director.
  • Communicates DSAS/CHES requirements to Project Managers, architects, engineers and/or contractors.
  • Evaluates design and construction changes in the field for long term benefit to CHES or DSAS in terms of cost, desirability, durability and maintainability.
  • Works with CHES Access Coordinator to coordinate matters with lock access and lock planning. Review construction submittals to verify appropriate hardware and specifications.
  • Maintain and control inventory of keys for areas in DSAS. Ensure keys are up to date. Control temporary use of keys for vendor use for DSAS spaces.
  • Coordinates and escorts as needed for site walks for DSAS and or CHES projects.
  • Evaluates the impact of on-going construction on the continued operation of CHES or DSAS activities in the area. Works with the Executive Director to anticipate and resolve scheduling conflicts. Investigates, evaluates and implements measures to mitigate intrusions. Notifies affected units and plans strategies to effectively adapt to project constraints.
• Program Documentation, Project Development and Approvals
  • Support the design planning process for user groups within CHES and DSAS
  • Works with the relevant CHES & DSAS unit(s) to obtain entry to facilities, escorting contractors and/or designers as needed. Support processes to document needs: convenes and facilitates planning workshops to define needs with users.
  • Develops project documents such as Project Summaries.
  • Supports project documentation efforts with campus Capital Planning and Space Management and/or Planning and Budget regarding utilization of instructional resources/spaces that may be impacted by new CHES projects
  • Document special requirements (unit count, unit size, bed count and bed distribution, restrooms, furniture requirements, etc.)
  • Consult with CHES stakeholders (College Staff, Dining Staff, Facilities Staff, etc.) and DSAS stakeholders to determine programmatic needs and desires, work to identify and reconcile mutually exclusive goals, if necessary.
  • Consider cost-effectiveness of potential solutions that address the needs and desires prior to incorporating into final Program Design; consult with the Director of CHES/DSAS Capital Planning if necessary.
  • Ensure that program design will facilitate long term operational needs.
  • Evaluate the advice of technical expertise at PPDO, CHES Facilities, DCS, and/or other entities when programming for equipment replacement or modifications for Major Maintenance projects.
  • Coordinate updates for the CHES Housing Design Standards and assure they are appropriately applied to the design process.
  • Provide input to the selection of professional staff such as architects, engineers, landscape architects, project managers, analysts, and other design / construction professionals.

15% - Financial Oversight

• Tracks progress of work orders; reconcile costs of improvements and repairs to budgets
• Manages select project budgets to ensure fund availability. Works closely with the Budget and Financial Management team for accurate project accounting. Closely monitors and approves allocations for budgets (as determined by the Director)
• Regularly reviews costs and expenditures in order to provide future cost estimates for various planned scopes of work.
• Reviews costs to protect unit funds as well as to prevent inappropriate expenses.
• Authorizes expenditures against project funds and adjusts project budgets as necessary to meet project objectives.
• Evaluates and oversees space use costs, inclusive of campus recharges, utilities, and any other costs that may be incurred.
  

15% - Inspection and Analysis

• Participates in the inspection of DSAS and CHES facilities by various units to meet compliance requirements: College Student Life for residential turnovers, Facilities for preventative maintenance, EH&S for safety and food service compliance, Office of Emergency Services for Title 19. Participates as necessary to ensure corrections are performed
• Supports managers and staff with analysis and reports of issues related to facilities renewal and renovation, resource conservation, future plans, and strategic ideas.
• Drives a campus owned vehicles and/or a personal vehicle to perform tasks both on campus sites and off campus.

REQUIRED QUALIFICATIONS

• Demonstrated administrative research and analysis experience.
• Demonstrated experience and knowledge of financial accounting principles.
• Proven experience with project management and demonstrated experience working on projects from conceptualization to completion.
• Demonstrated ability to analyze complex information, problems, and processes in an objective manner and formulate conclusions to provide a sound basis for establishing priorities, select appropriate courses of action and make recommendations.
• Excellent organizational and time management skills; ability to independently manage a variety of projects with frequent interruptions and shifting priorities.
• Strong interpersonal skills with the ability to work effectively with a large and multifaceted management team and interface with a wide array of senior administrative office personnel.
• Astute political acumen regarding sensitive and high-visibility issues; awareness of and ability to achieve balance among competing variables and interests in a highly visible, diverse, and complicated campus environment.
• Skill to understand, interpret and apply complex processes and procedures.
• Excellent communication skills with the ability to communicate and interact effectively with a broad variety of individuals.
• Experience using a variety of computer systems and software, including extensive knowledge and use of MS Office Programs (Word, Excel, and PowerPoint), FileMaker Pro, Google suite, email, and Internet. Proficient in Spreadsheets.
• Ability to exercise sound judgment, and discretion in handling confidential and/or highly sensitive matters with tact, sensitivity and helpfulness.
• Participating Experience in facilitating meetings and discussions with several stakeholders in support of large, complex projects with the ability to make clear, informative and persuasive presentations to internal and external groups.
• Ability to develop comprehensive short- and long-term plans/solutions to a variety of problems and issues.
• Ability in problem identification, reasoning, ability to develop original ideas to solve problems, persuasion, leadership, and intercultural competence.
• Experience in relating effectively and sensitively to a diverse population of faculty, students, staff, and the community
• Ability to work collaboratively as a team member.
  

PREFERRED QUALIFICATIONS

• Physical, environmental, and/or facilities management and/or planning experience.
• Experience in a college, university or other residential environment

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.
• Must possess a valid license to drive in the state of California.
• 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.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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.