Job Code: 004722

Job Open Date: 8/8/23

Application Review Begins: 8/23/23; open until filled

Department Code (Name): ENGR (College of Engineering)

Percentage of Time: 100%

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Salary Grade: PSS

Hiring/Budgeted Salary or Hourly Range: $27.29 - $32.04/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 $27.29 to $39.12/hr. The budgeted hourly range the University reasonably expects to pay is $27.29 to $32.04/hr.

Work Location: 1038 Harold Frank Hall

Working Days and Hours: Monday-Friday; 8am - 5pm

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid

Special Instructions

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

Department Profile

The College of Engineering at UCSB is noted for its excellence in teaching, research, and service to the community, infused by a spirit of entrepreneurship in education, scholarly activity and participation in engineering practice. Our mission is to provide our students with a firm grounding in scientific and mathematical fundamentals; experience in analysis, synthesis, and design of engineering systems; and exposure to current engineering practice and cutting edge

engineering research and technology. The College has an enrollment of approximately 1,500 undergraduate students and 700 graduate students with a full-time, permanent faculty of 165, and offers undergraduate and graduate degree programs in seven departments including Biological Engineering, Chemical Engineering, Computer Science, Electrical and Computer Engineering, Materials, Mechanical Engineering and Technology Management.

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

The College of Engineering Office Manager is the initial point of contact for the Office of the Dean, College of Engineering (CoE), and interacts with a wide variety of constituents, including faculty, staff, students, campus administrators, donors, governmental agencies, industry representatives, and vendors. Provides general administrative and financial office support for the Dean's Area. Duties include providing reception desk coverage, backing up the Executive Assistant to the Dean to manage office coverage and assistance with the Dean's and Associate Dean's calendars, scheduling meetings, researching data and background information for the dean, greeting guests, answering the telephone, and ordering supplies. Also serves as the administrative support to the Associate Dean for Diversity, Equity, and Inclusion to assist with gathering and compiling statistical data, writing reports, and researching information. The Office Manager performs UCPath Initiator transactions, processing purchasing, travel, and entertainment reimbursements, overseeing equipment inventory, scheduling of Dean's conference rooms and classrooms in the Engineering Science Building (ESB) and Henley Hall, and word processing. Additional duties include daily ESB room status checks, submission of maintenance/custodial requests when needed, running errands, providing event support for the college and Undergraduate Studies Office, distributing incoming mail, and other duties as assigned. Must perform duties with a high level of independent judgment, initiative, and analytical skills. #LI-KA1

Required Qualifications

• High School Diploma or GED.
• 1-3 years of administrative work experience.
• Ability to work effectively in a team environment, with willingness to help team members.
• Ability to teach others novel information in an effective, patient manner.
• Effective, respectful and clear communication skills.

Preferred Qualifications

• Bachelor’s Degree or equivalent experience and/or training.
• 1-3 years of experience utilizing UC specific financial systems such as UC Path, GUS, Gateway, Concur/Connexus, Flexcard purchasing, etc.
• 4-6 years of office work experience including purchasing, payroll, and scheduling meetings.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

• 40% Dean's Office Reception - Initial point of contact for the Office of the Dean, College of Engineering (CoE), Duties include greeting guests, providing reception desk coverage, serving as the back-up to the Executive Assistant to the Dean to schedule meetings, researching data and background information for the dean such as information on visiting scholars/campus visitors, travel accommodations, event venues, program information, etc., and answering the telephone routing calls to appropriate units within the Office of the Dean as necessary. Oversees the Associate Dean for Undergraduate Studies' calendar and schedules meetings. Ensures high standards of customer service and professionalism in the office. Using independent judgment answers questions and provides information in relation to the Dean's schedule, available resources for students, faculty and staff, office procedures, etc. Coordinates phone, email and in-person communications to/from executive offices, including the Chancellor's Office, EVC's, and AVC's offices. Executes these duties with a superior level of professionalism, independent judgment, initiative, analysis, and political acumen.
• 30% Financial Support - Financial: Works with and assists the Financial Analyst. Serves as UCPath Initiator to input new appointments, terminations, or make changes in the payroll system. Assists in/takes the lead on payroll transactions, hiring student workers, and submitting I-9 certifications, including those of the Dean's staff. Manages the electronic timekeeping payroll uploads (Kronos). Purchasing: Responsible for purchasing activities requested by the Dean's staff including the Machine Shop, ECI, Office of Undergraduate Studies, Marketing, and the Strategic Programs staff. Using the Gateway eprocurements system, independently issues and tracks purchase orders, determines allowability of purchase on fund source, etc. Prepares the financial journals for all recharge activity. Responsible for Flex Card transactions, including making sure all charges hit the appropriate accounts, monthly reports are reconciled, and back-up is provided to the FlexCard Administration. Travel, Entertainment, and Supply Reimbursement: Responsible for processing travel advances, travel prior approvals, employee and recruitment travel reimbursements, entertainment, and other reimbursements. Uses the online Connexxus system to reserve travel arrangements and Concur for reimbursements. Must be knowledgeable of UC policies and procedures governing travel and entertainment reimbursements, and allowable costs for travel and entertainment for a variety of funds sources including gifts and state funds. Must be familiar with policy on foreign travel and reimbursement of non-U.S. travelers. Equipment Management: Responsible for equipment management for the Dean's Office. Independently responds to equipment audits, reviews equipment for proper tagging, maintains data on location of all equipment and deals directly with Equipment Management to resolve problems and issues. Initiates paperwork for transferring equipment, surplus and obsolete equipment. Maintains equipment files.
• 25% Office Management - Serves as the Office Manager overseeing logistical arrangements regarding coordination of supplies, mail and deliveries, common area maintenance, communications services, conference room, and classroom scheduling, facilities and custodial work orders submission, and general maintenance needs. Performs a bi-weekly check of the college conference rooms including ESB, Henley Hall, as well as the UCR study room, checks the rooms for cleanliness and the need for any maintenance repairs. Liaison with Communication Services for all telephone and communication needs in CoE. Responsible for monthly disbursement of telephone bills to the units; receives and deposits checks for telephone reimbursements. Places communication services work orders, maintains and updates College's phone directory. Orders data plans for Dean's tablet and cell phone when the Dean travels. Receives and distributes campus and US mail to the members of the Dean's area. Maintains departmental mailboxes. Receives and delivers all incoming courier shipments and prepares outgoing shipments. Opens, sorts, and distributes copies (as needed) of Dean's area mail. Performs daily mail run to multiple buildings on campus. Orders office supplies. Conducts bi-monthly inventory and ensures adequate stock of supplies are available in general-use storage cabinets. Maintains equipment and acts as the key operator of all copiers in common-use areas. Responsible for overall condition/maintenance of common-use/scheduled rooms in the Dean's Office area. Ensures common-use area is cleaned and locked daily. Liaison with Facilities Management and initiates work orders for the Dean's office area as needed. Schedules use of the Dean's Conference Room. Oversees the scheduling and key check- out/Access card key entry access of conference rooms in the College of Engineering including, EngineeringScience Buildings (ESB) Henley Hall (HH) as well as the UCR study room. Provides administrative assistance to the Assistant Deans for Budget and Administration, Building Construction and Space Management, Executive Assistant to the Dean, Budget and Finance Manager, Academic and Staff Personnel Analyst, and Undergraduate Manager. Duties include but are not limited to filing, scanning, creating file folders, assisting with events, updating manuals, processing instructor evals and organizing storage areas as well as special projects as assigned.
• 5% Administrative Support - Also serves as the administrative support to the Associate Dean for Diversity, Equity, and Inclusion assisting with gathering and compiling statistical data, writing reports, and researching information.

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

** Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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.

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