Description
Job Posting Details
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Departmental Overview
The Humanities Administrative Support Center (HASC) is a dynamic administrative unit that supports the academic Departments of Classics, East Asian Languages & Cultural Studies, History, and Religious Studies. HASC provides the following for our four academic departments and affiliated centers: undergraduate and graduate advising and program coordination; financial management of operational, programmatic, and research funds; academic recruitment and personnel administration; and technology support.
Brief Summary of Duties
Under the general supervision of the Director of the Humanities Administrative Support Center (HASC), the Program Assistant provides the full range of administrative functions and services for the Departments of History, Classics, Religious Studies, East Asian Languages & Cultural Studies, and several research centers and initiatives. HASC provides administrative support for over 110 faculty, 784 majors and minors, and 225 graduate students. 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 conflict or problems independently. Manages DSP exams and course evaluations for HASC's student services area, purchasing for four academic departments and HASC, and oversees daily facility needs. The Program Assistant 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.
Required Qualifications
- High school diploma or GED.
- Prior experience working in a front office.
- Excellent customer services skills.
- Proficiency in Word, Excel, and basic graphic design.
- Ability to prioritize demands, meet deadlines, and exercise judgment.
- Strong organizational skills, initiative, and the ability to work independently as well as with others to meet departmental goals.
- Excellent written and verbal communication skills, and attention to detail.
Preferred Qualifications
- Prior experience working in a professional office.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Responsibilities
30% Program Support - Independently provides administrative and programming support for centers, programs, and new initiatives for the Departments of History, Religious Studies, Classics, and East Asian Languages & Cultural Studies. Provides administrative support for 110 ladder and non-senate faculty, and serves as the point of contact for 784 majors and minors and 225 graduate students. Provides course support for approximately 19,000 undergraduates from across campus who enroll in our course offerings each year. Assists management and chairs with data collection for departmental specific reporting needs related to governance, curriculum planning, and academic personnel. 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.Assists with travel arrangements, lodging, and entertainment for faculty recruitment, graduate program recruitment, conferences, and departmental guests and visitors. Designs and disseminates flyers and other marketing items as needed. Serves as the back-up Department Safety Representative, keeping staff informed of all emergency information and procedures. Other duties as assigned.
30% Front Office Coordinator - 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 HASCS's financial files each fiscal year. Effectively represents the office and responds to inquiries from students, Job Standards, faculty, staff, administrators and community constituents with a high degree of professionalism by delivering phone and reception services. Directs calls or inquiries to appropriate staff member or campus entity. 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 office production room, conference room, and the reception area. Updates and maintains departmental directories. Responsible for the processing of mail deliveries to 8 different locations within the building. 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 four departments via 12 list serves. Must be able to distinguish the appropriate recipients for announcements that come from academic and administrative offices.
20% Student Services - Working directly with the student services manager, academic advisors, faculty, and DSP Office, schedules approximately 80 exams each quarter for the four academic departments. Reviews portal requests, finds departmental space or makes one-time room requests, coordinates the exam pick-up and drop-off, and fulfills proctor accommodation requests in the DSP Portal. Independently manages the teaching evaluation process for all faculty and teaching assistants each quarter. Processing 350+ course evaluation packets each quarter. Oversees the student work study staff responsible for assisting in the evaluation process including the ordering, packaging, and dissemination of evaluation materials and the processing of completed ESCI forms and comments sheets. 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. Communicates updates in ESCI practices to faculty and graduate students. Maintains departmental records for individual and course-related use of photocopier and supplies. Provides codes for copier use to faculty and graduate students, working with IT to update codes on a quarterly basis to ensure security and proper controls. In consultation with management, adopts policies for use of copiers for instructional and research purposes. Provides usage reports to management and vendors as requested.
10% Purchasing Coordinator - Responsible for coordinating and placing supply orders for five departments. Researches, investigates, and resolves problem invoices, 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 assistants for the four departments and HASC. Job function requires the use of online purchasing system (Gateway) for requesting and receiving materials and supplies. Is the HASC liaison for the 7 copier vendors for copiers located on three floors. Troubleshoots problems with copiers-clearing jams, adding toner, reviewing supplies and ordering accordingly.
10% Space Management - Maintains key records for all four academic departments located in HASC. 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, including 10 rooms on four floors of HSSB. Liaison with Physical Facilities for HASC controlled space, including trouble calls and maintenance issues. Updates management and faculty as needed on facilities issues.
Vaccinations Programs – Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.*
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, please visit:
· UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
· University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
· August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
* Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 25, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html
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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
Reasonable Accommodations
The University of California endeavors to make the UCSB Job site (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 and Notice of Availability of the UCSB Annual Security Report Disclosures
Payroll Title: Blank Assistant 3
Job Code: 004722
Job Open Date: 03/13/2024
Application Review Begins: 03/28/2024; open until filled
Department Code (Name): Humanities Administrative Support Center (HASC)
Percentage of Time: 75%
Union Code (Name): CX
Employee Class (Appointment Type): Career
FLSA Status: Non-Exempt
Classified Indicator (Personnel Program): PSS
Salary Grade: Steps
Budgeted/Hiring Hourly Range: $27.29 - $28.58/hr.
Full Hourly Range: Salary offers are 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 range for this position is $27.29 to $39.12/yr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 to $28.58/yr.
Work Location: 4001 Humanities & Social Sciences Building
Working Days and Hours: Monday - Friday; 6 hours a day within 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement, if applicable: N/A
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
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