Administrative Coordinator - Rewarding Work

We are looking to hire a driven Administrative coordinator to join our elite team at University of California, Santa Barbara in Santa Barbara, CA.
Growing your career as a Full Time Administrative coordinator is a terrific opportunity to develop competitive skills.
If you are strong in research, innovation and have the right passion for the job, then apply for the position of Administrative coordinator at University of California, Santa Barbara today!

Full job description Job Code: 004722
Job Open Date: 09/22/2023 Application Review Begins: 10/09/2023; Open until filled Department Code: LTSC (DEAN COLLEGE LETTERS & SCIENCE) Percentage of Time: 100% Union Code: CX (Clerical) Employee Class: Staff (Career) FLSA Status: Non-Exempt Classified Indicator: PSS Salary Grade: STEPS Work Location: Cheadle Hall - 2217 Working Days and Hours : M-F; 8am - 5pm Benefits Eligibility : Full Benefits Type of Remote or Hybrid Work Arrangement : Hybrid Considered Hiring/Budgeted Hourly Range: $28.58 - $30.60/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 that the University reasonably expects to pay for this position is $28.58 to $30.60/hr. Special Instructions For full consideration, please include a resume and a cover letter as part of your application. Department Profile UC Santa Barbara is an exciting place for students, faculty and researchers in mathematics and the sciences. The division of Mathematical, Life and Physical Sciences (MLPS), part of the College of Letters & Science, is home to world-renowned scientists and researchers, including four Nobel Prize winners (two in physics and two in chemistry).
As one of only 63 institutions in the American Association of Universities (AAU), UC Santa Barbara is among the elite research universities of North America. Our faculty have received a multitude of awards, including one National Medal of Science, a National Medal of Technology, and a Millennium Technology Prize. More than 30 professors are elected members of the National Academy of Sciences. UC Santa Barbara's extramural funding comes predominately from the National Science Foundation (NSF), and it is among the top 25 institutions funded by that foundation.
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 Using independent judgment and maintaining a superior level of professionalism and initiative, conducts and coordinates daily activities and provides financial, analytical and administrative support for the Dean, Associate Dean, Assistant Dean and senior staff of the Division of Mathematical, Life and Physical Sciences (MLPS) in the College of Letters and Science. Responsibilities include financial analysis, reporting and tracking; coordinating operational, administrative and organizational activities; setting up and maintaining financial shadow-systems; general ledger reconciliation; purchasing; and preparing and processing a wide variety of financial transactions. Researches background material from a variety of sources, analyzes content, synthesizes information and makes preliminary recommendations on selected issues. Interacting with approximately 20 departments and programs, over 275 faculty, a variety of administrative offices, campus and UC system-wide committees, and professional organizations, manages and prioritizes complex appointment calendars for Dean, Associate Dean, and Assistant Dean and oversees distribution of correspondence and other information to departments. Reviews correspondence, and drafts reports, correspondence, and responses. Maintains accurate electronic and hard-copy filing systems. Arranges travel and entertainment and originates travel and entertainment approvals ensuring appropriate approvals are in place. Manages and/or coordinates special projects or actions for the Dean, Associate Dean, Assistant Dean, or senior staff. Provides backup support to the Deans and Associate Deans of two other divisions and College office staff. Anticipates needs, understands priorities, and sets deadlines accordingly.
Required Qualifications High school diploma or GED. 1-3 years general administrative work experience. Word/Excel proficiency. Works under the pressure of competing deadlines and frequent interruptions. Has strong knowledge of financial budgeting and administration concepts Strong analytical skills to interpret data and trends Preferred Qualifications 1-3 years of experience in financial administration and/or equivalent training. 1-3 years of experience in executive assistance / office assistance. Knowledge of University policies, guidelines and procedures, and the use of considerable judgment and diplomacy in problem solving and decision-making. Adheres to strict policy of confidentiality. Must be an independent thinker and exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Special Conditions of Employment May be required, on rare occasions, to work days/hours outside of the normal schedule. Satisfactory conviction history background check UCSB is a Tobacco-Free environment Job Functions/Percentage of Time/Duties 55% Financial and Budget Support - Responsible for financial administration for the division, managing the day to day fiscal operations of the Office of the Dean of the Division of Mathematical, Life and Physical Sciences (MLPS). Tracks and reconciles Dean's various donors and internal expense accounts using campus general ledger, Excel, GUS shadow system, espresso suite, and campus Data Warehouse, and produces monthly detail and balance reports. Tracks and reconciles Faculty Start up, Retention, and other financial commitments made by the Dean. Transacts and processes transfer of fund requests by departments related to the aforementioned commitments. Reviews transfer of funds requests and cross references them with existing commitment memos or cost share agreements. Ensures sound budgetary principles are applied, and uses various accounting and reporting systems, to provide required financial reports and data. Establishes and evaluates control practices ensuring that campus, university, and audit policies and procedures are met. Develops and implements effective procedures for management of the budget using Online General Ledger, Data Warehouse, Espresso suite, Excel, and other campus data resources. Monitors, controls, and reconciles over 20 internal and external expense accounts from diverse campus, systemwide, gift, and extramural sources for general and project-specific purposes. Serves as a UC Path initiator for divisional UC Path transactions and as a backup initiator to College staff and departments within the Division of Math, Life, and Physical Sciences. Researches complex UC Path transactional issues and assists departments within MLPS to find resolution or solutions to UC Path actions that cause issues. Researches, analyzes, and recommends appropriate actions to resolve issues concerning financial transactions, exceptions to policy, and interpretations of policy. Creates and maintains a detailed shadow system and filing systems for financial records. Assists with fiscal close, new fiscal year set up, budget projections, and reports. Assists with monitoring, reconciling, and reporting divisional financial commitments. Responsible for financial transactions, including processing invoices and gifts, and preparing reimbursements, transfers of funds, and transfers of expense. Makes recommendations to the Sr. Financial Analyst and to the Assistant Dean on appropriate fund source for expenditures and payments of campus commitments. Reviews all orders, invoices, reimbursements, and other payments for appropriateness and verifies that all expenses have appropriate approval. Completes gift acceptance reports for Dean's various donors and other divisional Foundation and UC Regents donor accounts. Processes orders using campus Gateway system to prepare requisitions for the Division and monitors requisitions throughout the purchasing process. Develops and independently manages tracking systems for travel and entertainment expenses, including Corporate Card payments. Maintains and applies UC policy and procedure to prepare and review travel and entertainment expense vouchers and approvals for accuracy, ensuring that all expenses are reimbursable and appropriate. Maintains budgetary controls, and processing related financial transactions for divisional student and graduate student fellowships and awards, and develops and documents processes and procedures for financial and administrative activities. Provides a wide range of high-level management, administrative, analytical, and project support to the MLPS Dean and senior staff. Manages a variety of projects and activities from conception to completion, including developing, planning, and implementing objectives.
30% Analytical and Organizational Support - Provides analytical support to the Dean. Researches background material from a variety of sources, analyzes content, synthesizes information and makes recommendations on selected issues. Reviews correspondence, drafts reports, and drafts responses. Researches and gathers background information, talking points and/or briefing materials for the deans and/or senior staff. Provides support for short- and long-term planning. Researches statistics and histories using various sources. Analyzes and prepares spreadsheets, graphs, tables, reports and presentations. Identifies trends, makes recommendations for areas of further research or analysis to the Dean and senior staff. Reviews presentations, reports, and other documents authored by the Dean and senior staff for accuracy and suggests edits. Develops and implements strategies for gathering, synthesizing and presenting data. Drafts letters, reports and other documents for the Dean's consideration. Accesses multiple, complex databases and programs. Has a strong understanding of UC policy ranging from travel/entertainment to personnel administration. With extensive knowledge of calendar procedures and careful attention to detail, manages, prioritizes and schedules complex travel and entertainment arrangements for the Dean and Associate Dean. In collaboration with other MLPS staff, determines information and preparation needed for Dean's meetings and appointments. Assists the Dean in preparing for on- and off-campus visits and public appearances. Performs analytical studies on a variety of policies, programs and issues. Applies professional concepts to perform analysis of data. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Coordinates receipt of conference and journal requests and reviews for completeness. Assists with divisional publications, social media, website updates and presentations. Oversees timely receipt and distribution of correspondence, reports, and responses to inquiries for divisional Deans and Associate Deans. Manages the complex distribution of correspondence to and from the Dean's office. Prepares and routes correspondence of a confidential and sensitive nature with discretion. Coordinates schedules and deadlines for projects and information responses. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
15% Operations and Administration - Participates as a key member of the MLPS administrative management team, contributing to improved operations and support within the dean's office, as well as to divisional units. Adheres to strict policy of confidentiality. Provides support, on a rotational-basis, in the front office desk attendant. Supervises student office assistant when staffing the front desk. Greets and checks in visitors for the deans; Coordinates and provides support for meeting spaces and conference rooms controlled by the College of Letters & Science. As one of the divisional coordinators for award and fellowship administration, administers select fellowship competitions, including providing analytical and administrative support to the award committee. Serves as staff support to various campus, divisional and college committees. Researches background material, communicates verbally, electronically, and in writing. Provides information to committee members and arranges meetings. Works with Development officers and their staff to manage and schedule off-campus, evening, and weekend events for Dean and Associate Deans. Serves as the chief commencement liaison on the Dean's staff, and is responsible for all logistical year-long planning and day-of organization for annual commencement ceremonies, including ongoing communication with guest speaker; travel and entertainment planning; faculty, student and guest participation; collaboration with the College, other divisions and Public Events to meet L&S and campus-wide need and deadlines. Assists with the scheduling and operations of Dean's conference rooms. Crosstrained to serve as backup for divisional dean's assistants, analysts, and office staff. Provides backup administrative support for academic departments, as needed.
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 University of California Policy on Vaccinations – With Interim Amendments August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 25, 2023) ** 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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