Administrative Services Assistant

Job Code: 004723

Job Open Date: 11/16/23

Application Review Begins: 12/6/23; open until filled

Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)

Percentage of Time: 62.5%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $23.60 - $24.14/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 $23.60 to $33.45/hour. The budgeted hourly range that the University reasonably expects to pay for this position is $23.60 to $24.14/hr.

Work Location: UCEAP

Working Days and Hours: M-F; 11:30am - 4:30pm Pacific Time, or similar schedule

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: None – Fully On-Site Position

Special Instructions:

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

Department Overview

The University of California Education Abroad Program (UCEAP) is committed to promoting excellence through diversity, equity, and inclusiveness. In keeping with the academic mission of the University of California, UCEAP recognizes that diversity is integral to the University’s achievement of excellence and strives to create an environment that is welcoming for all. UCEAP upholds the principle of equal opportunity for all and adheres to the University of California Diversity statement. Through international academic experiences, UCEAP inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program, supporting this mission and serving over 100,000 students across all 10 UC campuses and over 30,000 international exchange students. UCEAP typically has over 6,000 student participants annually and is active in over 40 countries worldwide. Sustained by strong academic excellence, spirited faculty collaboration and an interrelated support system, UCEAP produces future global citizens and thought leaders. www.uceap.universityofcalifornia.edu

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

This in-person position provides day-to-day administrative support. Responsible for coordinating incoming phone calls and email messages and routing them to the appropriate person or department. Coordinates and processes incoming and outgoing mail. Administers all shipping and receiving processes, including training. Responsible for general office procurement through the use of the UCSB Procurement Gateway and Flexcard systems. Ensures all office equipment is properly maintained. Trains new employees on the use of various pieces of equipment. Processes all incoming checks in preparation for daily deposit. Provides training and troubleshooting involving bank-issued equipment and the deposit process. Facilitates UCEAP business card orders. Assists with the setup and takedown of on-site events and meetings. Coordinates storage and destruction of off-site files through the document storage and destruction vendor. Serves as a member of the Emergency Response Team (ERT). Assists with a variety of special projects. This is an on-site position, and not eligible for remote work.

Required Qualifications

• High school diploma or GED.
• Two years of related administrative and customer service experience, or an equivalent combination of education/training and experience.
• Ability to collaborate successfully in a team environment and as an individual contributor.
• Critical thinking and creative problem-solving ability.
• Clerical skills including attention to detail.
• Outstanding reliability and punctuality, dependable attendance.
• Ability to multi-task while providing excellent customer service.
• Strong verbal and written communication skills.
• Demonstrated ability to take initiative to achieve project goals.
• Time management skills to prioritize and meet deadlines.
• Working knowledge in administrative procedures and processes, including word processing, spreadsheet, and database applications.

Preferred Qualifications

• Associates Degree or equivalent experience and/or training.

Special Conditions of Employment

• On-site position at the UCEAP Systemwide Office in Goleta, CA. Not eligible for remote work. May occasionally be offered additional hours to provide absence coverage.
• UCSB is a Tobacco-Free environment
• Satisfactory conviction history background check

Job Functions and Percentages of Time

80% Reception Coverage and Special Projects - Serves as departmental receptionist, greets and announces visitors, answers and correctly relays incoming telephone calls and messages, monitors email messages and routes them to the appropriate person or department and/or answers general questions about programs and operations. Assists with maintaining the conference room calendar and reservation program. Logs all incoming calls for record-keeping and reference. Completes special projects such as Reciprocity print jobs (3-4 times annually), updating Program Team application deadlines on the website, and off-site document storage coordination, Assists with the setup and takedown of on-site events and meetings including room configurations, furniture layouts, and cleanup. Supports meeting/event host with beverage and food planning, setup, and cleanup as needed. Interfaces and completes daily reporting and communication with the other Operations Assistant for efficiency and business continuity. Assists with the general appearance of the Reception area. Other duties as assigned.

20% Administrative Support and Office Maintenance - Processes all incoming checks in preparation for the daily deposit. Trains new Administrative Services staff on check scanning process and troubleshooting check scanning equipment. Opens incoming mail, makes copies if necessary, date stamps, marks for distribution, and routes to the appropriate staff. Controls outgoing mail and ensures use of cost-effective mailing methods. Applies current knowledge of postal regulations. Maintains supplies of mailing labels and pre-addressed envelopes for staff. Responsible for bulk mail activities for UCEAP, including packaging, labeling, and handling mailing or shipping instructions. Supports shipping and receiving for the office, including training new users on how to use delivery services, such as Fed Ex and DHL online services, stocking supplies, and maintaining relationships with vendor representatives. Receives supplies and equipment. Unpacks and delivers to the designated person, or stocks, as appropriate. Purchases office supplies using the Procurement Gateway system. Serves as a departmental Flexcard holder. As a cardholder, works with internal customers and vendors (online and direct) to make approved purchases. In consultation with designated staff, ensures that the guidelines established in the Flexcard Checklist are followed. Responsible for coordination of UCEAP business card orders. Responsible for ordering and stocking letterhead and envelopes. Maintains general appearance of the copy center, supply shelves, and related areas. Maintains copiers, troubleshoots, and arranges for service technicians when necessary. Trains new employees on Administrative Services processes, the use of equipment, and ordering supplies. Participates in training and serves as a member of the UCEAP emergency response team (ERT). Participates in periodic training and/or orientations as assigned by supervisor, related to reception best practices, safety, UC procedures, and other relevant topics. Completes and/or provides cross-training to provide absence coverage and support within the Administrative Services team. Other duties as assigned.