Position Information

Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 11/10/22

Job Close Date: Open until filled

Application Review Begins: 11/30/22

Department Code-Name: DEIN

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS

FLSA Exemption Status: Non-Exempt

Work Location: 2202 Mosher Alumni Hall

Pay Rate/Range: $26.09 - $29.97/hr.

Days/Hours: Monday - Friday, 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Eligible for Remote Work: Yes (Hybrid)

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The University of California at Santa Barbara is committed to promoting excellence through diversity and inclusiveness. The campus community, in keeping with the academic mission of the University of California to educate its residents, strives to create an environment that is welcoming for all sectors of our state's diverse population and that is conducive to the development of each individual's highest potential. In addition, our campus upholds the principle of equal opportunity for all since equal opportunity fosters the best conditions possible for the enhancement of research, creativity, innovation, and excellence.

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

Brief Summary of Job Duties

Under the general supervision of the Business Manager, the Office Coordinator provides administrative support for DEI, including general administrative assistance to the department, assistance with event planning, financial administration, support for staff in the absence of the Business Manager; coordination of all Travel & Entertainment, Gateway Procurement, and general back up support as needed to the Business Manger & Vice Chancellor in all admin areas related to the dept. Serves as departmental safety & facilities representative.

Required Qualifications

• High School Diploma or equivalent experience and/or training.
• 1-3 years administrative/office experience.
• 1-3 years event planning experience.
• Experience using spreadsheet, database, word processing, and office productivity programs.
• Experience with financial support work.
• Ability to deal with frequent interruptions.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills working in team situations.

Preferred Qualifications

• Bachelor's Degree or equivalent experience and/or training.
• 1-3 years experience working in a diverse academic setting.
• Comprehensive knowledge of UC policies and procedures.
• Experience with UCSB systems such as Espresso, UCPath, Gateway, Concur, and Kronos.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.

Job Functions/Percentage of Time/Duties

25% - Department Admin Support

On a daily basis provides administrative support for the Front Desk Reception and Business Manager, including but not limited to:

• Monitors the front desk phone lines and assess the needs of individuals, using tact and sound judgment to direct them to the appropriate personnel within the department and/or university departments.
• Operates, maintains, and troubleshoots office machines, copiers, and printers;
• Completes and processes Flexcard forms.
• Assists with new employee onboarding.
• Assists with updating supplemental financial spreadsheets.
• Serves as backup Kronos timekeeper.

Participates in organizational weekly information meetings with the department. Distributes the department mail daily for all staff. Participates in staff/professional development meetings and works collaboratively in task groups. Shares relevant professional and career information with other staff members. Engages in Diversity, Equity, and Inclusion (DEI) training and staff development activities as appropriate.

May perform a variety of other clerical administrative support duties for the Business Manager & Vice Chancellor of DEI as needed.

25% - Financial, Travel & Entertainment Administration

On a regular basis performs the following tasks: Processes all payments, expenditures & refunds for the department and ensures that the proper backup information is obtained and expenditures are allowable. Works with the Business Manager to acquire the appropriate approvals by the department and division before submitting to accounts payable. Acts as primary Travel preparer & delegate in Concur for all department staff members. Ensures that all receipts and supporting documents are received and all needed approvals obtained before submitting to Business & Financial Services. Assists Business Manager with the completion of accounting transactions by sending and filing any backup documentation as needed. Assists with year-end fiscal close. Acts as Departmental Flexcard holder, responsible for processing all departmental forms, approvals, purchases.

25% - Event Planning

Participate actively in the event planning committee which is tasked with the review and approval of event proposals, planning and execution of department events, on-site catered lunches, coordination of guest speakers and/or visitors, etc. Works with campus and off-site vendors to fulfill event needs for set-up, equipment, food, entertainment, clean-up, etc. Ensures campus policies are met when planning events. Ability to lead and guide student interns in carrying out event tasks. Assist in establishing event production time lines. Advise the event committee of feasibility of locations, venues, and other event logistics. Assists with managing event registration. Create and position directional signage. Determine any audio/visual equipment needs and arrange accordingly. Maintains entertainment equipment inventory. Organizes parking permits and has the ability to independently operate a motor vehicle for event related transportation needs. Prior experience assisting with theater or stage events is preferable but not a requirement.

May be required to assist with other high profile campus events, such as commencement.

15% - Procurement

Independently and on a regular basis performs the following tasks: Acts as the main requester and receiver on the Gateway Procurement System (GW). Ensures accuracy of account strings, commodity codes, and object codes on initial requisitions & purchase orders. Sets up and updates all Vendor Blankets & Contracts for payments made repeatedly throughout the fiscal year for services and items. Assists staff with orders. Ensures the department is stocked with all office supplies including COVID supplies, ink cartridges and toners for printers, copiers, and facsimile equipment. Receives all merchandise and verifies items received via a cost receipt or quantity receipt before payment for invoices to be paid by accounts payable through the UCSB Procurement Gateway online System.

Assists the Business Manager in maintaining equipment inventory when needed.

10% - Department Safety Rep & Facility Support

Serves as Departmental Safety Representative (DSR). Establishes and maintains methods of effectively communicating safety issues with the department. Ensures all safety measures are followed, forms filled out, and staff trained. Coordinates department Emergency Operations Plan & works closely with alternate DSR. Attend the annual DSR Summit to collaborate with other departments and prepare staff for annual emergency drills.

Assist in updating department emergency phone list and building safety board.

Responsible for contacting Facilities Management, Furniture Services or Communication Services when requested by staff or leadership and when issues arise in the building. Works closely with Business Manager and staff on all needs for the shared building and rooms. Point person/facilitator for all routine needs of the work spaces occupied by DEIN such as cleaning, maintenance and/or needed repairs.

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. New University of California employees should refer to Appendix F, Section II.C. of the policy for applicable deadlines. (Capitalized terms in this paragraph are defined in the policy.) Federal, state, or local public health directives may impose additional requirements.”

For more information, please visit:

• UC Santa Barbara COVID-19 Informationhttps://www.ucsb.edu/COVID-19-information
• UC SARS-CoV-2 (COVID -19) Vaccination Program Policy (pdf)
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment. In accordance with the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” (Clery Act), UC Santa Barbara publishes an Annual Security & Fire Safety Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees.

This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus UC Santa Barbara-affiliated properties, and on public property adjacent to and accessible from campus. The report also includes fire statistics for on-campus student housing facilities, and campus policies concerning crime prevention, fire safety, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security & Fire Safety Report, visit www.police.ucsb.edu/asfsr. A hard copy of this report may also be requested by contacting the UC Santa Barbara Police Department at (805) 893-3446 or 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours.

The University issues two types of campus alerts: Timely Warnings and Emergency Notifications. Timely Warnings are sent for Clery-reportable crimes that are determined to be a serious or continuing threat to the campus community. Emergency Notifications have a wider focus than Timely Warnings and are issued for any significant emergency or dangerous situation involving an immediate threat to the health or safety of the campus community. Students, staff, and faculty can register and update their contact information for these alerts at alert.ucsb.edu. Everyone is encouraged to register their cell phone number so that they can receive text message alerts in addition to emails.

Campus safety is a collaborative effort that involves the entire community. The University encourages victims, witnesses, and community members who are made aware of crimes to report all incidents to the UC Santa Barbara Police Department at (805) 893-3446. To learn more about the Clery Act, please visit www.police.ucsb.edu/clery-act.