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Administrative Office Coordinator

Company: University of California - Santa Barbara
Location: Santa Barbara
Posted on: July 6, 2019

Job Description:

Job Number
20190375

Number of Hires
Single Hire

Job Open Date
07-02-2019

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled
07-17-2019

Additional Deadline Information


Title Code
4722

Payroll Title Name
BLANK AST 3

Working Title Name
Administrative Office Coordinator

Department Profile (Specific Information about department/program):


Department Code-Name
ELEG-Electrical & Computer Engineering

End Date/Contingencies for Grant Funding


FOC (Federal Occupation Code) Sub-Code
DA-Clerical/Administrative

FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 23.19

Advertised Range Max (full time equivalent)
23.72

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$23.19-$23.72/hr.

Percentage of full-time
100.00

Days
M-F

Hours
8-5

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*
No

Summary of Job Duties
(Note: This summary will be used for keyword search) The Administrative Office Coordinator is responsible for the daily administrative support functions of the Central Administrative Office (CAO). Advises and trains staff and faculty on domestic and foreign travel and entertainment policies. Responsible for the development and project management of the ECE newsletter and all activities related to the ECE Advisory board. Produces highly technical word-processing materials for faculty. Responsible for the maintenance of the Department's directories, databases, and CAO section of the web site. Oversees mailroom and supply ordering.

Minimum Requirements
Work history demonstrating an administrative background. Excellent verbal and written communication skills. Demonstrated knowledge of a variety of applications (i.e. MS Word, Excel, FileMaker Pro, PowerPoint) including web tools. Ability to organize, coordinate, and prioritize workload, edit and proofread materials, and work independently under pressure of deadlines. Must be detail oriented with a high degree of accuracy.

Desirable Requirements


Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory criminal history background check

Other Special Conditions of Employment


Other Recruitment Notes


Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents
Resume
Cover Letter

JOB DESCRIPTION

FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Non-exempt

CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)
E

Grade Type
Other

Grade Type


Grade Type


Grade Type


Grade Type


Grade
None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)


Provision Number
40066321

Type of Supervision Received

A little help* Go to Degree of Supervision General supervision

Knowledge, Skills and Abilities


PHYSICAL REQUIREMENTS

Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist

Stand
OCCAS.

Walk
FREQ.

Sit
FREQ.

Bend
FREQ.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
N/A

Reach above shoulder level
OCCAS.

Use keyboard/mouse
FREQ.

Hand Activities: Fine dexterity
FREQ.

Hand Activities: Hand twisting
FREQ.

Hand Activities: Simple grasping
FREQ.

Hand Activities: Power grasping
OCCAS.

Other (please specify activity)


Frequency of Other Activity
No Response

Lifting Activities: Light lifting (
OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)
OCCAS.

Lifting Activities: Heavy lifting ( 50 lbs)
N/A

Push/Pull Activities: Light pushing/pulling (
OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
OCCAS.

Push/Pull Activities: Heavy pushing/pulling ( 50 lbs of force)
N/A

MENTAL REQUIREMENTS


Read/Comprehend
FREQ.

Write
FREQ.

Perform Calculations
OCCAS.

Communicate Orally
FREQ.

Reason and Analyze
FREQ.

Other (please specify activity)


Frequency of Other Activity
No Response

ENVIRONMENTAL REQUIREMENTS


Is exposed to excessive noise
N/A

Is around moving machinery
N/A

Is exposed to marked changes in temperature and/or humidity
N/A

Is exposed to dust
N/A

Is exposed to fumes
N/A

Is exposed to gases
N/A

Is exposed to radiation
N/A

Is exposed to microwave
N/A

Drives motorized equipment
N/A

Works in confined quarters
OCCAS.

Other (please specify activity)


Frequency of Other Activity
No Response

JOB DUTIES

Total Percentage of Duties:100

3 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
50
Daily
Administrative Duties
Responsible for the daily administrative support functions of the Central Administrative Office. These activities include (but are not limited to) the preparation of travel and entertainment reimbursements, technical word processing, and web page maintenance. Develops and maintains document filing system, document archive system, and office manuals.

Advises and trains staff, faculty, and students on travel and entertainment policy and procedures and the use of various software programs. Responsible for being the department expert on foreign travel policies. Updates internal training manuals. Consults with the IT Manager on the maintenance of computers, scanners, and printers.

Responsible for coordinating the Advisory Board annual meeting along with planning bi-monthly conference calls. This involves working with the Chair, MSO, and Academic Affairs Manager on all aspects of advisory board activities. Responsible for coordinating any other special events for the department.

Oversees mailroom functions including mail distribution, photocopying, and faxing. Provides routine maintenance of Departmental fax machine and photocopiers, and maintains the Department's recharge system for use of these machines. Also responsible for the reconciliation of charges for Central Stores, UCen Catering, and Faculty Club.

Oversees the ordering and maintaining of the Department's consumable supplies, as well as special supply orders for various Department members.

The University of California 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.

Keywords: University of California - Santa Barbara, Santa Barbara , Administrative Office Coordinator, Administration, Clerical , Santa Barbara, California

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