Social Sciences Administrative Coordinator

Position Number: 40076867

Payroll Title: Administrative Officer 2 CX

Job Code: 004263

Job Open Date: 2/4/25

Application Review Begins: 2/20/25; open until filled

Department Code (Name): LTSC (DEAN COLLEGE LETTERS & SCI)

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 $30.04/hour to $31.56/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 $30.04/hour to $49.21/hour.

Work Location: Cheadle 2217

Working Days and Hours: Monday - Friday; 8AM - 5 PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid - no hybrid during probationary period. One day hybrid upon successful completion of 6-month probationary evaluation.

Special Instructions:

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

Department Marketing Statement:

Our mission is to create conditions for our faculty members to excel, individually and collectively, in their teaching, professional activities, research and public engagement endeavors. Toward this end, the Dean's office guides the recruitment, retention and evaluation of our outstanding faculty, and in addition, serves as a catalyst for special initiatives that heighten the efficacy and enhance the stature of our Division. These initiatives nearly always require infusions of support from a range of external sources, such as grants, contracts, and private gifts. The generosity and vision of our donors, many of whom are Social Science Alumni and Dean's Cabinet Members, play a crucial role in helping the Division achieve our highest aspirations for excellence

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:

Under the general supervision of the Divisional Financial Services Analyst, serves as a key member of the Dean's office to coordinate, organize and provide direct analytical and administrative support to the Dean, Associate Deans and senior staff of the Division. Interacting with 12 divisional departments and programs, various administrative offices, campus and UC system-wide committees, manages calendar of the Dean with special attention to meeting preparation and follow up including note taking when required. Researches background material, analyzes contents, and makes preliminary recommendations on selected issues in consultation with the Divisional senior staff. Reviews Divisional general correspondence, drafts memos and reports, and drafts responses to inquiries. Maintains a high level of confidentiality and discretion as it pertains to handling confidential and sensitive material in a diplomatic and professional manner. Possesses sophisticated organizational, interpersonal and moderate analytical skills and applies best business practices to ensure that all functions operate smoothly and efficiently. Maintains and applies UC policy and procedure to arrange complex travel, originates travel and processes entertainment expenses and approvals for Dean and all Divisional guests and staff. Arranges and processes expenses for all events for the Division and is responsible for tracking guest/visitor travel and associated programming budgets. Tracks and maintains accurate electronic and paper copy filing systems. Tracks and reconciles expenses for the Division. Acts as back up to the Deans assistants in the Divisions of Humanities and Fine Arts and Math, Life & Physical Sciences.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 4-6 years of work experience in a related field.
• Ability to use sound judgement in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Maintains the highest level of judgment, tact and confidence while working under the pressure of shifting tasks and priorities, unanticipated urgent demands, and multiples tasks and projects with competing deadlines.

Preferred Qualifications:

• Working knowledge of common organization-specific and other computer application programs.
• Sound knowledge of financial tracking, event planning and coordination, and public relations.
• Knowledgeable of the University's administrative policies and procedures

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:

• 50% Organizational Support - Uses judgment and professional concepts to apply organizational policy and procedure to oversee a wide variety of ongoing and administrative operational matters to support the Dean, Associate Deans and senior staff. Uses a sound knowledge of financial tracking, event planning and coordination, and public relations. Researches, compiles, and summarizes issues, policies and topics; provides background information, talking points and/or briefing materials for the Dean. Provides support for Divisional planning and Divisional meetings. Develops and implements efficient and effective systems for managing information, projects and communications within Division and to all Departments to ensure accurate and timely responses. Assists the Dean in preparing for on- and off-campus visits and public appearances. Interacts with a variety of constituents including 12 departments and programs, over 150 faculty and a variety of administrative offices, campus and UC system-wide committees, donors and professional organizations. Manages and prioritizes calendar of the Dean. Works with senior staff to determine and organize information and preparation needed for Dean's meetings, appointments and conference calls. Maintains divisional mailing/Google Groups and contact lists for the Division. Updates and coordinates divisional mailing lists/Google Groups, publications, presentations and website. Maintains and uses knowledge of the University's administrative structure, University of California and UCSB policies, procedures and practices and acceptable business and legal practices. Must understand and respond appropriately to the political climate of the Division, College and the campus. Must have strong written and oral communication skills. Maintains the highest level of judgment, tact and confidence while working under the pressure of shifting tasks and priorities, unanticipated urgent demands, and multiples tasks and projects with competing deadlines. Routinely handles highly confidential material with discretion.

• 20% Financial Support - Under general supervision by senior SOSC staff, utilizes a working knowledge of financial policies, practices, and systems to provide support for moderate budget, financial, and resource analysis projects for the Division. In coordination with the division's Financial Analyst, tracks and reconciles Dean's various donors and internal expense account using Excel and campus data warehouse, and produces monthly detail and balance reports. Provides financial support and processing for all Dean's Initiatives as instructed by senior SOSC staff. Processes entertainment and Gateway purchases and expenses. Processes reimbursements and prepares travel through Concur. Tracks income and expenses, and initiates transfers of expenses and funds as needed. In consultation with ISBER and the Financial Analyst, tracks expenses and donor and divisional funds and allocated to Feminist Futures and the Blum Center. Processes transfers to ISBER and provides quarterly reports to the Assistant Dean. Responsible for the full range of financial tasks in processing student awards and stipends from the dean's office which includes and is not limited to Stuart Winthrop Award, Pahl Student Award, etc. Includes invitation, poster/flyer and social media updates. Social Sciences Communication Specialist.

• 30% Administrative Support - Oversees timely receipt and distribution of correspondence, reports, and responses to inquiries for the Division. Coordinates and prepares divisional annual calendar with all routine academic deadlines including deadlines for special projects and information requests. Prepares annual chair and Director appointment memos. Maintains accurate electronic and paper copy filing systems. Is the primary commencement coordinator on the Dean's staff responsible for all logistical planning and day-of organization for annual commencement ceremonies, including 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 needs and deadlines. Serves as staff support to campus and college. Researches background material, communicates with constituents verbally, electronically, and in writing through formal correspondence. Provides information to committees and members as designated by the Dean. Researches and updates divisional website content frequently in consultation with the Divisional Team. Provides administrative support in the form of website updates, outreach, announcements, purchasing, and more for all Dean's Divisional Initiatives including but not limited to: Feminist Futures, PROPEL, Center for Information Technology and Society, Robinson Archive Project, Area Global Initiative, etc. Works with Development offices and their staff to manage and schedule off-campus, weekend and evening events for Dean and Associate Deans. Coordinates all meetings, correspondence and planning for the Deans Cabinet. Instrumental in working with the Development team to compile information from the Special Initiatives outlined above and present data to the Dean's team for engaged dialogue at Cabinet meetings. Assists with correspondence to donors and supports Development Officer with administrative work. Serves as backup for other divisional assistants and office staff. Provides administrative support as needed. Provides assistance with general office tasks and participates in College-sponsored events.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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