Administrative Assistant

Payroll Title: Blank Assistant 3

Position Number: 41154653

Job Code: 004722

Job Open Date: February 18, 2025

Application Review Begins: March 5, 2025; open until filled

Department Code (Name): ENST (ENVIRONMENTAL STUDIES DEPT)

Percentage of Time: 80%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $ 28.44 / hour. 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 $28.44- $40.76 / hour.

Work Location: Ellison Hall (Room 1812 / 1814)

Working Days and Hours: M-F; between 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid work considered pending successful completion of probationary period.

Special Instructions:

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

Department Marketing Statement:

Established in 1970, the Environmental Studies Program at UC Santa Barbara is one of the oldest and largest programs of its kind, with more than 1,100 current majors and over 7,500 alumni. The program has a longstanding commitment to interdisciplinary research and teaching, and a balance among the biophysical sciences, social sciences, humanities, and applied professions. UC Santa Barbara is a Hispanic Serving Institution, and more than 40 percent of our undergraduates are first-generation college students. The department has 17 faculty, 26 lecturers, and 6 full-time support staff; the program is housed in the triple-platinum LEED green building, Bren Hall. Associated with the Environmental Studies Program, the Greti U. Croft Center for Undergraduate Leadership and the Yardi Scholars Program aims to support undergraduates interested in environmental studies and careers.

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 supervision of the Executive Director of CUEL, with additional guidance provided by the Executive Director of the Yardi Scholars for Environmental Justice Program, the Administrative Assistant provides comprehensive administrative and programmatic support for two programs: Greti U. Croft Center for Undergraduate Leadership and the Yardi Scholars for Environmental Justice. This position is responsible for assisting with financial operations, coordinating events and activities, facilitating communications and outreach, and supporting recruitment efforts across both programs. Primary responsibilities include processing and tracking financial transactions through multiple campus systems (Gateway, FlexCard, Concur) including payments and reimbursements for travel, honoraria, entertainment, supplies, student purchases, etc. while maintaining detailed documentation and ensuring compliance with university policies. Manages program purchasing and budget tracking, conducting cost analyses and comparison bids, and monitoring purchase orders. Assists with recruitment efforts for new students, mentors, and community partners, including outreach to prospective students, application processing, and supporting selection processes. Helps with event planning logistics, including coordinating with guest speakers, reserving event location and guest parking, coordinating event refreshments, sending participant reminders, sending feedback surveys, etc. Assists with program websites, updating current web pages and content as needed, and posting to social media platforms. Helps maintain an alumni database software to facilitate communications between students, alumni, and community partners and to maintain and keep updated the job and internship webpage. Supports logistics for program events and activities, including providing day-of support. Works collaboratively with program directors to ensure timely completion of administrative tasks and maintain efficient program operations.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of administrative work experience.
• Strong organizational skills with high degree of accuracy and attention to detail.
• Experience in administrative and financial procedures.
• Strong word processing skills, experience with Excel spreadsheets and data entry.
• Strong communication and interpersonal skills required to serve as an accurate and effective liaison between program leadership, community partners, students, and financial units.
• Ability to prioritize work, perform and track a variety of tasks simultaneously, work under the pressure of deadlines, work independently as well as part of a group.
• Ability to exercise personal judgement and creatively solve problems within policy.

Preferred Qualifications:

• 1-3 years of experience working in a college or university setting.
• 1-3 years of experience with basic financial processes and budget tracking.
• Experience working with a diverse student population, especially first generation and low income students.
• Background and/or understanding of environmental and sustainability protocols, particularly with respect to procurement.
• Associate's Degree or equivalent experience and/or training.
• Bachelor's Degree or equivalent experience and/or training.

Special Conditions of Employment:

• Note: This position is funded on an annual basis through CUEL and Yardi Scholars EJ donor funding. Position continuation is dependent on available funding and will be reviewed annually.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

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 allegation 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

Job Functions and Percentages of Time:

40% Programmatic Activities & Recruitment Support - Assists Executive Directors with logistics of both programs' events and student activities. Responsibilities include identifying and reserving venues, coordinating with guest speakers, reserving guest parking, coordinating event refreshments, sending feedback surveys, assisting on the day of the event, and responding to student inquiries regarding events. Helps maintain records of Yardi Scholar participation and adherence to program requirements. Supports coordinating Yardi EJ projects with external partners. Helps CUEL and Yardi with new student and mentor recruitment.

30% Financial Administrative Support - Prepares all forms and related approvals for financial transactions. Experienced with the appropriate procedures to ensure accurate and timely financial transaction processing. Is responsible for using and maintaining spreadsheets to monitor purchases, recharges, travel, entertainment, supplies, and other expenses. Does cost analysis and comparison bids for other than routine purchases. Uses Gateway procurement system, FlexCard, Concur, recharges. Tracks purchase orders.

30% Communications Support - Provides communications support for ELI, CUEL, and Yardi, including but not limited to updating the website, social media pages (Instagram), and an alumni database. Helps CUEL maintain the Graduway alumni database software, EcoGauchos, to facilitate communications between students, alumni, and community partners and to maintain and keep updated the job and internship webpage. Helps Yardi EJ develop outreach materials, create and update content to maintain communication with prospective students and families, high school administrators, current scholars, and community partners. Helps manage communications with students and external partners.

Provides communications support for CUEL and Yardi by updating content across all communications platforms, including but not limited to website and social media accounts (Instagram), recruiting materials, upcoming event promotions, and more. uploads photos, and coordinates with UCSB's Letters & Science Information Technology for high-level web changes. Maintains knowledge of and utilizes basic web Content Management System (currently using Drupal). Utilizes UC Santa Barbara branding on all web and social media updates. Stays up-to-date with web and UCSB branding updates. Helps promote programs' visual identities by utilizing campus branding standards and creating visual media such as invitations, flyers, and brochures, as needed.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

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 - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 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 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:

https://www.jobs.ucsb.edu/#privacy

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.