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Job Details
Administrative Assistant
Administrative Assistant
University of California Santa Barbara
Job Posting Details
Position Number: 40077628
Payroll Title: Blank Assistant 3
Job Code: 004722
Job Open Date: 04/29/2025
Application Review Begins: 05/14/2025; open until filled
Department Code (Name): PHYS (PHYSICS DEPT)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $31.89/hour. 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 $28.44 to $40.76/hour.
Work Location: Broida Hall - 5014
Working Days and Hours: Mon-Fri; 8am - 5pm
Benefits Eligibility: Full 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 Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.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:
Provides a high level of administrative support to the department, including administrators, faculty, post-docs, researchers, graduate students, and visitors. Position requires a high level of independence, subject knowledge and skills as a host of priority decisions need to be made as a result of the diversity of the work (e.g., teaching support, research support, administrative support). Knowledgeable of Academic Personnel procedures to assist faculty with biobibliography and assist faculty with Open Access policies and UC requirements and repositories for publications. Coordinates and processes approximately 70% of the travel in Physics, and trains other employees in the use of Concur, Gateway, and business, entertainment, and travel policy. Serves as liaison between department and UCSB Business and Financial Services regarding Concur, reporting issues and making recommendations for changes/updates as needed.
Required Qualifications:
- High School Diploma or GED.
- 1-3 years of experience providing quality customer service in a professional environment.
- 1-3 years of experience researching problems of a financial nature.
- 1-3 years of experience independently identifying and interpreting information, methods, and policy in order to achieve a goal.
- 1-3 years of experience communicating professionally with a variety of clients including faculty, staff, students, vendors, visitors.
- Accuracy and attention to detail, and proficiency in MS Word, Excel, knowledge of accounting and financial transactions.
- Ability to work independently to identify information needed and gather that information from multiple sources.
Preferred Qualifications:
- High School Diploma and four years on the job experience or Bachelor's Degree.
- 1-3 years of experience with UCSB applicants and systems such as Gateway, PeopleSoft, Concur.
- Knowledge of multiple procedures and ability to determine appropriate procedures, methods and policy applications depending on the circumstance or goal.
- Ability to use sound judgement in responding to issues and concerns.
- Solid organizational and problem-solving skills and ability to multitask within demanding timeframe.
Special Conditions of Employment:
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Misconduct Disclosure Requirement:
As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.
"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace
Job Functions and Percentages of Time:
- 70% Travel Arrangements/ Reimbursements - Coordinates complex travel arrangements for professors, researchers, postdocs, administrators graduate students, and department visitors involving scheduling to foreign countries as well as within the U.S. requiring organization of airline itineraries, hotel and rental car arrangements, conference registration and communications, etc. Works with visitors to secure travel arrangements and reimbursement, sometimes involving foreign nationals with complex visa requirements and wire transfer details. In addition, provides frequent student relocation arrangements and reimbursements. Processes payment of travel invoices, reconciles discrepancies and coordinates with vendors when copies of invoices or receipts are required and/or when credits/refunds are necessary. Post-travel reimbursement assistance and preparation utilizing the recently implemented SAP Concur system. Trains department staff, faculty and students in the preparation and submission of Concur reports and Cash Advance requests. Approximately 650-700 vouchers are completed and approximately $770K-$1.2M in funds are expended on an annual basis from a variety of department and extramural fund sources. Serves as liaison between department and UCSB Business and Financial Services regarding Concur, reporting issues and making recommendations for changes/updates as needed. Maintains documentation for instructions and necessary forms on the web. A broad base of UC and federal agency travel policies and procedures is essential.
- 10% Publication/Procurement Support - Prepares faculty biobibliography publication and lecture sections for merit review period. Coordinates online preprint/reprint documents with publication lists for evaluation and review. Requires a broad understanding of physics scientific terminology and symbology. Assists and trains faculty on Open Access policies and University requirements and repositories for publications. Directs faculty, postdoctoral and graduate students on procedures for utilizing Gateway to purchase publication charges and other supplies and tools necessary for business.
- 5% Manuscript /Technical Writing - Composes routine correspondence, research proposals, reports and abstracts for faculty members to professional colleagues and associates at other universities and research laboratories throughout the world. Utilizes a variety of software tools to replicate multiple variations of correspondence for recommendation letters to various institutions on behalf of students. Requires a high level of professional and technical language skills.
- 5% Course Prep - Prepares and produces course materials (syllabi, exams, problem sets) for academic staff and faculty. Interacts with students directly, answering questions and directing them to appropriate resources. Maintains coursework files.
- 10% Miscellaneous Duties - Replicates (photocopy/scan) scientific materials. Maintains sections of website. Assists in preparation for visitors and conferences to be hosted at UCSB. Interacts as necessary with staff from other departments and institutions. Prepares reimbursements and orders supplies through Gateway, as necessary. Prepares payments for direct bill vendors (hotels, catering, etc.). Maintains spreadsheets documenting direct bill authorizations, budgets for scientific seminars and billing for course preparation. Assists in department approvals for Concur reports and Cash Advance requests. Makes a host of priority decisions generated by the diversity of the work (e.g., teaching, research and administrative support duties).
UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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:
*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 Employment Opportunity:
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety 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'.
To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=78033&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant
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