Description
Job Posting Details
Payroll Title: Blank Assistant 3
Job Code: 4722
Job Open Date: 4/10/2025
Application Review Begins: 4/25/2024; open until filled
Department Code (Name): SASC (South Hall Administrative Support Center)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): 2 - Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Hourly Range: $27.29 - $28.58/hr.
Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $27.29 - $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 - $28.58/hr.
Work Location: South Hall 3432
Working Days and Hours: Monday-Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: In-Person
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multi-Lingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.
Brief Summary of Job Duties
Under the general supervision of the Director of the South Hall Administrative Support Center (SASC), the Administrative Coordinator provides the full range of administrative functions and services for the Departments of English, Linguistics, Philosophy, the English for Multilingual Students Program, and the Writing Program, and several research centers and initiatives. Provides high-level support to the areas of operations, student services, finance, and academic personnel. Develops and implements procedures and manages day-to-day and long-term general office operations by anticipating, evaluating, and resolving potential conflicts or problems independently. Manages quarterly course evaluations for SASC's student services area, purchasing for five academic departments and SASC, and oversees daily facility needs. The Administrative Coordinator maintains a strong knowledge of UC and departmental policies governing student services, copyright, procurement, record retention, travel, and entertainment. Provides excellent customer service to all faculty, staff, and students and acts as the Department Safety Representative.
Required Qualifications
- High School Diploma or GED.
- 1-3 years of work experience in a customer service environment.
- 1-3 years of experience working with diverse individuals and communities,
Preferred Qualifications
- 1-3 years of experience in administrative or secretarial support.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Program Support 30%: Independently provides administrative and programming support for centers, programs, and new initiatives for the Departments of English, Linguistics, Philosophy, the English for Multilingual Students Program, and the Writing Program. Assists management and chairs with data collection for departmental-specific reporting needs related to governance, curriculum planning, academic personnel, and finance. Works directly with campus units (Budget & Planning, Registrar, OEO, etc.) to gather requested data for faculty committees. Prepares reports for faculty review. Coordinates, initiates research, executes, and oversees logistical arrangements for special projects and events. Serves as backup meeting minute taker to the Academic Personnel Coordinator for various meetings. Assists with travel arrangements, lodging, and entertainment for faculty recruitment, graduate program recruitment, conferences, and departmental guests and visitors. Posts transactions to the financial shadow system. Initiates UC Path transactions including, but not limited to, updating departments' positions, funding, hires, and jobs. Initiates employment eligibility via I-9 Tracker inclusive of reporting, tracking, and verification. Additionally, serves as a backup payroll processor. Explains personnel hiring forms procedures and policies, and helps process hiring paperwork. Designs and disseminates flyers, Google Forms, DocuSign Powerforms, and other marketing items as needed. Maintains and updates areas of the department's and SASC's websites, including contact information, office hours, news, events, etc. Serves as the Department Safety Representative, keeping staff informed of all emergency information and procedures.
Front Office Coordinator 30%: Manages the daily operations of the front office and serves as the primary point of contact for faculty, students, staff, and visitors. Recruits, hires, and trains student assistants. Researches and compiles background information as needed to support office procedures. Acts with discretion, confidentiality, and professionalism in the handling of confidential documents and information. Develops and maintains office organizational system for file keeping. Working with management, maintains SASC's financial files each fiscal year. Effectively represents the office and responds to inquiries from students, faculty, staff, administrators, and community constituents with a high degree of professionalism by delivering phone and reception services. Directs calls or inquiries to the appropriate staff members or campus entities. Ensures appropriate office coverage during regular office hours including overseeing and monitoring the opening and closing of the office, scheduling office facilities and resources, opening mail, sorting, and filing office documentation. Maintains a professional physical environment for the office, including common spaces such as the mailroom, conference room, and reception area. Updates and maintains departmental directories. Responsible for the processing of mail deliveries and serves as the primary contact. Creates and maintains copy codes and provides training with copiers for faculty, graduate students, and staff. In consultation with management, adopts policies for use of copiers for instructional and research purposes. Provides usage reports to management and vendors as requested. Forwards electronic information related to academic activities such as sponsored lectures, colloquia, conferences, and opportunities for fellowships and other academic and administrative matters that come from campus offices to faculty and graduate students in all five departments via 14 listserves. Must be able to distinguish the appropriate recipients for announcements that come from academic and administrative offices. Serves as the primary contact for SASC contracted service providers and maintains monthly schedules and arranges modified services as needed. Troubleshoots problems with copiers-clearing jams, adding toner, reviewing supplies, and ordering accordingly.
Student Services 20%: Independently provides instructional support and serves as a resource to collect, organize, maintain and disseminate information regarding course offerings, descriptions and schedules, information about undergraduate majors and minors, prizes, and awards for all five academic departments located in SASC. Serves as the textbook coordinator for all units, requesting and placing faculty orders with the bookstore and securing desk copies from publishers. Independently manages the teaching evaluation process for all faculty and teaching assistants each quarter and communicates updates in ESCI practices. Assists with the solicitation, collection, and production of quarterly descriptions of courses. Assists with monitoring course enrollment and waitlists. Review scheduling requests for the scheduling of classes, sections, review meetings, and media showings, finding departmental space, or making one-time room requests. Schedules and manages calendars for departmental one-time events and the space reservations of all department-controlled spaces via Google calendar. Makes recommendations to management on changes to departmental policy and practice to create efficiencies and revitalize the process. Ensures departmental practices for retention and dissemination are compliant with UC Policy. Maintains departmental records for individual and course-related use of photocopiers and supplies. Provides basic advising to students to reiterate department waitlist/crashing policies and directs them to other appropriate advising resources as needed. Serves as a backup to the Undergraduate and Graduate Advisors and the Student Services Manager on an as-needed basis in tasks such as open house events, graduate admissions, end-of-year award ceremonies, and other events as needed.
Purchasing Coordinator 10%: Responsible for coordinating and placing supply orders for five departments. Researches, investigates, and resolves problem invoices, 10% Essential Functions and Duties Order of Importance Function Duties % TIME purchase orders, and billing conflicts. Negotiates with vendors to maximize budget savings. Advises staff regarding appropriate and optimal procurement procedures. Monitors expenses against established budgets. Produces reports and analysis using central and shadow systems on purchasing and cost trends, including quarterly and yearly financial reports. Provides supporting documents to financial coordinators for the five departments and SASC. Job function requires the use of an online procurement system (Gateway) for requesting and receiving materials and supplies, including making purchases using departments' FlexCard and preparing reimbursements through Concur.
Space Management 10%: Maintains key records for all five academic departments located in SASC. Responsible for ordering replacement keys and devising strategies for providing keys to common rooms for faculty and graduate students. Provides reports on key inventory as requested. Assists management with facilities projects for academic, administrative, and curricular spaces. Responsible for overseeing the opening and closing of common space for rooms used by faculty, staff, and graduate students. Liaison with Physical Facilities for SASC controlled space, including trouble calls and maintenance issues. Updates management and faculty as needed on facilities issues.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.*
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information:
UC Santa Barbara COVID-19 Information
University of California Policy on Vaccinations – With Interim Amendments
*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
** Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara 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.
For more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
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