Associate (or Assistant) Ombuds Job Listing at University of California in Santa Barbara, CA (Job ID 68764)

Description

Job Posting Details

Payroll Title: OMBUDSPERSON 4 (or 3)

Job Code: 007391 (or 007390)

Job Open Date: 05/16/2024

Application Review Begins: 06/03/2024

Department Code (Name): OMBD (Office of the Ombuds)

Percentage of Time: 100%

Union Code (Name): 99 Non-Represented

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): MSP (or PSS)

Salary Grade: Grade 25 (or Grade 22)

Hiring/Budgeted Salary Range for OMBUDSPERSON 4: $101,100 to $123,900/yr.

Full Salary Range for OMBUDSPERSON 4: 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 salary range for this position is $101,100 to $192,300/yr. The budgeted salary range the University reasonably expects to pay is $101,100 to $123,900/yr.

Hiring/Budgeted Salary Range for OMBUDSPERSON 3: $74,300 to $95,370/yr.

Full Salary Range for OMBUDSPERSON 3: 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 salary range for this position is $74,300 to $134,500/yr. The budgeted salary range the University reasonably expects to pay is $74,300 to $95,370/yr.

Work Location: Girvetz Hall - 1205

Working Days and Hours: M-F; 8:00am - 5pm, occasional additional hours, days as needed

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid

Special Instructions

For full consideration, a resume and a cover letter must be included as part of your application.

This is a dual-level recruitment either for an Ombudsperson 4, or an Ombudsperson 3.  The classification will be determined by management at the time of hire based on the skills, knowledge, and experience of the final candidate.

Department Marketing Statement

The Office of the Ombuds at UC Santa Barbara provides confidential consultation services to faculty, staff, students, parents, or anyone else with a campus-related concern. The ombuds addresses workplace issues, interpersonal conflict, academic concerns, policy questions, and many other problems, whether as a first step, last resort, or at any point along the way. The Office of the Ombuds is dedicated to ensuring fairness throughout the University and regularly makes recommendations for systemic change.

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

OMBUDSPERSON 4: The Associate Ombuds provides impartial, informal, independent and confidential conflict resolution services to the campus community; constituencies may include staff, faculty, and students. Services include: individual and group needs assessment and coaching on a wide range of conflict management techniques; referrals to appropriate internal and external resources; facilitation of effective dialogue on sensitive issues; informal mediation; developing and presenting workshops on conflict-related topics; and assessing the campus climate, noting patterns of concern, and making recommendations to the Campus Ombuds for systemic change that will enable faculty, staff and students to thrive. The Associate Ombuds is recognized as a campus expert regarding the nature of conflict and conflict resolution and mediation techniques and principles; and has expert knowledge of the appropriate role of the Ombuds, the IOA Code of Ethics and Standards of Practice. In consultation with the Campus Ombuds, the Associate Ombuds handles cases with little or no campus precedent to resolve the most complex issues with campus-wide impact. Mitigates risk by resolving disputes before they result in a formal grievance or litigation, including bullying, sexual harassment, and discrimination. Under the general direction of the Campus Ombuds, exercises independent judgment in the intake, informal inquiry, and resolution of concerns and in establishing strategies for the resolution of identified problems. In collaboration with the Campus Ombuds, has significant impact and influence on campus policy by providing upward feedback to campus leaders and key administrators. Assumes temporary responsibility for the Office in the absence of the Campus Ombuds. 

OMBUDSPERSON 3: Provides similar services, but refers complex, high risk, high profile, and multi-party cases to other ombuds. Recognized as a campus expert on student policies, procedures, resources, and trending concerns. May provide mediation between students. Provides analytical and programmatic input to help identify and analyze problem trends and organizational issues brought to the office, including data manipulation and presentation. Provides and supports conflict resolution and communications training and outreach to campus. Maintains external facing online presence, including website. Under the direction of the Campus Ombuds, shares responsibility with other staff for administrative and business functions for the unit.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Competency in diversity and multiculturalism and ability to interact effectively with a wide variety of people.
• Proven ability to work both independently and collaboratively to resolve problems. 
• Good judgment and ability to handle confidential information with diplomacy. 
• Demonstrated skill in writing and speaking on complex and sensitive issues. Excellent communication, interpersonal, and analytical skills.
• Ability to take initiative, work independently, and set priorities.
• Ability to work with a variety of basic communication software and applications and interest and ability to learn new systems and technology.
• OMBUDSPERSON 4: Minimum 1 years of full-time work as an ombuds or similar role.
• OMBUDSPERSON 4: Minimum 3 years work in ombuds-related field, such as conflict management, counseling, advising, mediation, or equivalent combination of education and experience. 
• OMBUDSPERSON 3: Minimum 1+ years full-time work in an ombuds-related field, such as conflict management, counseling, advising, mediation, or equivalent combination of education and experience. 

Preferred Qualifications

• Ability to recognize and de-escalate crises. 
• Ability to maintain empathy and positivity under stress. 
• Experience in researching, analyzing findings, and applying knowledge. 
• Knowledge of structure, policy and best practices in a large complex institution, UC preferred. 
• Proficiency in Spanish.
• OMBUDSPERSON 4: Advanced degree in law, counseling, psychology, or related field. Experience as facilitator. 
• OMBUDSPERSON 3: Minimum 1+ years Ombuds practice and /or 1+ years work in an academic setting. 
• OMBUDSPERSON 3: Some experience with data collection and analysis. 

Preferred Licenses/Certifications

• CO-OP or equivalent practice with IOA standards
• Mediation
• Ombuds Level 4: Facilitation

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment  
• This is a dual-level recruitment either for an Ombudsperson 4, or an Ombudsperson 3.  The classification will be determined by management at the time of hire based on the skills, knowledge, and experience of the final candidate.

Job Functions and Percentages of Time - OMBUDSPERSON 4:

Complaint Resolution and Referral - 35%: Provide impartial, informal, independent and confidential conflict resolution services to International Ombuds Association standards, to all members of the UCSB campus community, focusing primarily on staff issues. Utilizing expert conflict resolution and mediation techniques and skills, works with individuals and/or groups to present a range of options to resolve conflict, including complex and/or difficult cases, by candidly discussing problems and issues, opening channels of communication and referrals to appropriate university resources. Consults with department managers and appropriate individuals to develop cooperative strategies for resolving concerns and complaints. Conflict resolution services can include shuttle diplomacy, consultation, mediation, problem solving, group facilitation, as well as coaching individuals on strategies and methods to manage their own conflicts. Uses expertise to identify issues and provide effective options, recognizing policy, legal and practical implications. Demonstrates independent judgment. Works independently, but under the overall direction of the Campus Ombuds, keeping the Campus Ombuds informed of progress, trends, potentially controversial and/or complex matters and implications of work performed. Routinely handles highly confidential and sensitive material with discretion. Shares responsibility for conducting initial consultations. Conducts initial consultation interviews with visitors with the interpersonal sensitivity that is required in dealing with often distraught and confused people. Assesses their situations and needs. Recognizes any imminent threat of serious harm. 

Consultation - 25%: Serves as an institutional resource to other offices on Campus for resolving complaints, primarily related to staff and students. Has thorough understanding of all applicable laws, rules, regulations, policies and procedures. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Using expert interpersonal communication skills (such as: effective listening, discernment, empathy and intercultural sensitivity skills), works effectively with a broad range of diverse populations within a complex and multi-layered organization. Provides on-going case consultation primarily to staff. Uses expertise to understand the risk and liability issues of a large, complex academic and research institution. 

Training and Program Coordination - 25%: Using expert knowledge, evaluates campus training and conflict prevention needs. Formulates strategies to meet needs, and develops and implements training programs and educational materials. Training and education areas may include conflict resolution, communication, bullying and civility for members of the UCSB campus community. Conducts conflict resolution needs assessments for campus departments and designs and conducts tailor-made training on conflict resolution as well as campus-wide trainings on bullying, communicating effectively during conflict, dealing with difficult situations and behavior in the workplace, mediation, managing conflict, and other topics. 

Outreach and Special Projects - 10%: Independently performs the most complex research and studies for internal department constituents and serves as a professional leader and expert resource for others in the profession. Engages in active continuous self reflection and study to enhance skills in Ombuds work. Conducts outreach and presentations about the Ombuds Office. Establishes and maintains effective working relationships with management, academic administration, staff and graduate student groups. At the request of the Campus Ombuds, serves as the Campus Ombuds' proxy at committee or ad hoc meetings. Recommends and assists with development and oversight of outreach vehicles such as brochures, flyers, web page, etc. 

Analytical, Administrative, and Program Support - 5%: Helps to identify recurrent problems that may require action. Monitors campus policy changes and major activities, systemwide projects and issues, and notifies the Campus Ombuds. Maintains knowledge and reference materials of campus policy and procedure, campus culture and historical data, and other information and resources relevant to ombuds practice in shared drive. Collaborates in the writing and production of the annual report, focusing on training and staff and graduate issues. Works collaboratively with Ombuds Office staff in responding to requests for appointments, designing procedures, monitoring cases, maintaining statistics, and coordinating information and schedules. Works collaboratively with Ombuds Office staff in other administrative capacities as needed, including department purchases and documentation, and maintaining physical office functioning. 

Job Functions and Percentages of Time - OMBUDSPERSON 3:

Complaint Resolution and Referral - 35%: Provides services similar to Ombuds 4, except: Primarily works with undergraduate student population, but may consult with staff when appropriate to resolve undergraduate student concerns. Responsible for most initial consultations and may follow up with other ombuds' cases as appropriate to determine outcome and further need of assistance. Refers complex and high risk cases to other ombuds as appropriate, and is unlikely to facilitate group conflict. Consults with or debriefs with Campus Ombuds on most cases.

Consultation - 25%: Provides consultation similar to Ombuds 4, except: Serves as a resource primarily related to undergraduate students, or to staff who work with students. Specialized knowledge is focused on undergraduate students. Has strong interpersonal communication skills, but may not have the expertise of the Ombuds 4.

Training and Program Coordination - 20%: Has in-depth - but may not have expert - understanding of the ombuds field and conflict theory. Focuses on developing trainings for undergraduate students and also helps support and implement trainings designed by other ombuds staff, such as leading small group discussions or break-out sessions on specific topics. Helps evaluate the effectiveness of education programs and workshops.

Outreach and Special Projects - 15%: In consultation with ombuds staff, has primary responsibility to prepare for, coordinate, and participate in outreach meetings with campus organizations, departments and individuals; to coordinate, develop, and implement marketing and educational content for social media, website, and print; and to develop web content and coordinate updates to website and video channels. May develop promotional items.

Analytical, Administrative, and Program Support - 10%: Performs similar function as Ombuds 4, but has a greater role in administrative and support functions. Has primary responsibility for case management and data analysis. Analyzes complex patterns and creates trend reports, graphs and presentations derived from database. Assists in ensuring timely case documentation and file destruction. Assists in design of and implements evaluation procedures to assess the effectiveness of the Office. Keeps other staff informed of student trends. Under the direction of the Campus Ombuds, shares responsibility for some administrative and business functions for the office, including tracking departmental expenses and documentation of most departmental purchases. Coordinates ombuds events, schedules quarterly meetings and other appointments, and takes notes when appropriate. Serves as Department Safety Representative and Department Benefits Representative. Has primary responsibility for helping to manage office space. Provides direct analytical support to the Ombuds staff for policy interpretation and revision, survey implementation and analysis, and on-going special projects that require analytical and organizational skill. Supports Office of the Ombuds projects to evolve the Ombuds profession and develop best practices. Provides support to change advocacy projects.

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 

* 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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