Administrative Assistant

Payroll Title: Administrative Assistant Confidential 3

Job Code: 007373

Job Open Date: 12/19/2023

Application Review Begins: 01/12/2024; open until filled

Department Code (Name): CHAN-Chancellor's Office

Percentage of Time: 100%

Union Code (Name): 99-Non-Represented

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: 18

Hiring/Budgeted Hourly Range: $26.00 to $30.00/hr.

Full Salary 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 salary range for this position is $24.95 to $42.10/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $26.00 to $30.00/hr.

Work Location: 5221 Cheadle Hall

Working Days and Hours: M-F; 8am

• 5pm

Benefits Eligibility: Yes

Type of Remote or Hybrid Work Arrangement if applicable:

Special Instructions

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

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

A member of the Chancellor's front office team, the Administrative Assistant provides daily administrative support for smooth office workflow as well as project-oriented support to senior office staff. Answers phone calls and welcomes visitors, responding to a wide range of questions and concerns from campus constituents and members of the public.

Processes incoming and outgoing mail, following record management and retention policies. Drafts correspondence, maintains information resources, organizes office files, maintains a welcoming front office, schedules conference room usage, and provides meeting setup and support. Tracks action items and provides follow-up to ensure deadlines are met. Serves as backup to other office staff, assists with special projects, and contributes to a collaborative teamwork environment.

This position has frequent and initial contact with faculty, administrators, staff, students, external constituents, alumni, media, and the Offices of the UC President and Secretary of the Regents. Strong written and oral communication skills, customer service skills, and a high level of accuracy and confidentiality are essential to this position.

Required Qualifications

• Bachelor's degree or equivalent combination of training and/or experience.

• Communication and interpersonal skills to communicate effectively, both verbally and in writing.

• Ability to multi-task with demanding timeframes; time management skills to prioritize and meet deadlines.

• Ability to collaborate successfully in a team environment and as an individual contributor.

Preferred Qualifications

• Experience working with constituents in a higher education organization environment.

Special Conditions of Employment

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

Job Functions and Percentages of Time:

50% Front Office Administration: Answers calls to the Chancellor and the Chancellor's Office and welcomes visitors.

Takes detailed and accurate messages. Exercises independent judgment in seeking guidance, responding directly, or referring calls and visitors. Mediates and resolves complex situations.

Works quickly, calmly, and efficiently, demonstrating diplomacy and utmost confidentiality and discretion. Logs and organizes incoming documents; processes and mails outgoing documents; maintains accurate office records. Schedules conference room and provides meeting setup support.

Helps prepare and process financial items. Oversees distribution and return of action/deadline items to and from the Chancellor, tracking deadlines and completion of tasks.

30% Correspondence and Special Projects: Drafts and edits emails, letters, and document summaries.

Independently prioritizes workload and manages multiple projects simultaneously, ensuring that all steps are followed and deadlines are met. Oversees and works in a teamwork environment on complex projects involving data entry, maintenance of mailing lists, preparation and review of detailed materials, and outreach to other administrative offices.

20% Administrative Support and Backup: Cross-trains to provide backup and support to other office staff members in a teamwork environment, including assignments and coverage for the Calendar Coordinator, Administrative Analyst, Administrative Records unit, and Business unit.

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, 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

• Note: The Policy on Vaccination Programs

• With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

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 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

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Application Status

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