Payroll Title: Blank Assistant 3

Job Code: 4722

Job Open Date: 6/24/2024

Application Review Begins: 7/10/2024; open until filled

Department Code (Name): PSYC (Psychological and Brain Sciences)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 4 - Staff (Limited with the possibility of becoming a Career position)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $27.90 - $32.04/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 $27.90-$39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.90 - $32.04/hr.

Work Location: Psychology 551

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

Benefits Eligibility: Mid-Level Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions

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

Department Marketing Statement

The Department of Psychological and Brain Sciences has cultivated a strong tradition of empirically based teaching and research in contemporary experimental psychology including cognition and the perceptual sciences, developmental and evolutionary psychology, neuroscience and behavior and social psychology. The department is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

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

The Administrative Services Coordinator (ASC) is the primary administrative resource for the Women's Brain Health Initiative in the Psychological and Brain Sciences Department. Reporting to the Director (Emily Jacobs, PhD), the ASC is responsible for overseeing all the administrative operations, coordinating complex conferences, drafting documents and correspondence, and providing supervision to students and temporary workers.

Required Qualifications

• 1-3 years of administrative experience.
• High School diploma or GED.
• 1-3 years of demonstrated initiative in improving operations within institution, and the ability to assist in implementing changes.
• 1-3 years of demonstrated ability to assist in overseeing daily administrative activities including helping to plan, prioritize and delegate work assignments.

Preferred Qualifications

• Ability to prioritize own work and multi-task.
• Excellent organizational skills.
• Ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to work independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others.
• In-depth knowledge and understanding of the initiative and university programs, policies, procedures and information related to this position.

Special Conditions of Employment

• This is a 100% time Limited appointment working less than 1000 hours, for up to 6 months with the possibility of becoming a Career position.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

40% - Assisting Director

• Greets and directs visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Receives, screens, and drafts responses to correspondence.
• Schedules appointments and meetings and maintains personal calendars for director/supervisor(s). Reserves meeting locations.
• Prepares meeting agendas and other materials.
• Prepares travel arrangements as necessary.
• Answers, screens, routes phone calls and to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence.

35% - Office Management

• Monitors and maintains office equipment and supply inventory. Reorders standard office supplies according to established guidelines and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicates with support personnel to request needed services.
• Prepares, routes, and tracks routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicates with other departments/institutions to resolve delays and errors.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Maintains files, records, and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports and other information as needed.
• Maintains physical and digital filing systems.
• Independently implements, administers, and evaluates day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
• Serves as a resource on initiative policies and procedures and provides assistance in resolving administrative problems and issues. Trains and orients new personnel and participates in selection, evaluation, and discipline of subordinate staff as appropriate.
• Effectively uses word processing, database and spreadsheet software application programs and information and data management systems. Operates a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Receives visitors, including administrators, staff, parents, and the public; provides information or directs to appropriate personnel; exercises independent judgement in resolving a variety of complex and nonroutine issues; analyzes and refers difficult issues to administrators as needed.
• Basic website maintenance (e.g. updating articles) and maintaining social media channels

10% - Coordinating and Organizing Meetings

• Coordinates, schedules and attends a variety of meetings, workshops and special events. Maintains appointments and calendars. Prepares and sends out notices of meetings. Compiles and prepares agenda items and other required information for meetings, workshops and other events. Sets up equipment and supplies for meetings and other events as needed. Takes, transcribes and distributes minutes as directed.
• Assists in organizing and scheduling conferences, seminars, and other initiative-sponsored programs or events, by receiving and recording registration forms and fees, ordering supplies and services.
• Organizes and/or participates in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.

15% - Document Preparation

• Transcribes and types correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation or rough draft. Prepares documents requiring stylized formats and lettering or graphics using specialized software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Assists supervisor with special projects and preparation of complex reports and documents. Collects and compiles information from diverse sources, performs calculations, creates charts, graphs, and spreadsheets, and performs other related duties as requested.
• Collects data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Drafts and edits letters, reports, and other documents.
• Uses word processing and presentation software to create and edit documents.
• Researches as requested and compiles and summarizes information for reports or presentations.

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

Reasonable Accommodations

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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

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'.