HR/ASAP Administrative Assistant

Position #: 40076629

Payroll Title: BLANK AST 3

Working Title: HR/ASAP Administrative Assistant

Job Code: 4722

Job Open Date: 01/14/2025

Application Review Begins: 1/29/2025

Department Code-Name: PERS

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX

Grade Type/Grade: STEPS

FLSA Exemption Status: Non-Exempt

Work Location: Student Affairs & Admin Services - 3101

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44-$29.78/hr. 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.

Days/Hours: Monday-Friday, 8:00 am-5:00 pm

Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations)

Other type of remote or hybrid work arrangements: One day per week of remote work is allowed once probation is completed.

Benefits Eligibility: Full Benefits

Benefits of Belonging:

There is a reason UCSB has been named the Best Place to Work by our local media for several years running. Whether our employees are on our stunning campus, or working remotely or hybrid they tell us they value the flexibility, stability and rich benefits we offer. Come join us as we support the mission of one of the finest public institutions in the nation. UC Santa Barbara is consistently recognized for excellence across broad fields of study. Set alongside the glorious California coast, our dynamic environment inspires scholarly ambition and creativity. Information Technology Services (ITS), the Campus' central IT unit, contributes to UC Santa Barbara's mission of research, teaching, and community service by partnering with the Campus community to efficiently deliver IT infrastructure and enterprise application services to faculty, students, staff, and affiliates.

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

Departmental Overview:

The Department of Human Resources is dedicated to providing exemplary customer service in support of teaching, research and the public service mission of UCSB. We are committed to forming strategic partnerships within the UCSB community that create a work environment designed to attract, develop and retain the best qualified people. The department has a staff of 30+ employees and is made up of the following units: Compensation and Classification, Employee Engagement, Employee and Labor Relations, Employee Services (academic and staff assistance program, leave administration, healthcare facilitation, work/life resources, workplace accommodations), Talent Acquisition/Training and Development, UCPath Position Control/Workforce Administration, and HR office operations.

Brief Summary of Duties

Under the shared supervision of the ASAP Manager and the HR Office Manager, is responsible for the administrative operations for Academic & Staff Assistance Program (ASAP), including coordination of events, website updates, and managing a complex scheduling system and database. Requires extreme confidentiality, sensitivity, tact and diplomacy. Independently performs a variety of administrative support duties in support of HR business operations. Prepares and processes various University paperwork necessary to issue payments to vendors and service providers in compliance with University, division and department policies and procedures and audit requirements. Serves as the HR front desk generalist, utilizing a case management system to triage or answer a wide range of questions. Interacts professionally with all levels of University personnel, utilizing sound judgment, diplomacy and confidentiality in person, by e-mail or telephone.

Required Qualifications:

• Demonstrated understanding of the need to maintain high levels of confidentiality in a workplace setting with regard to verbal and written information (e.g., HIPAA requirements)
• Solid organizational skills and ability to multi-task with demanding time frames.
• Solid communication and interpersonal skills to communicate effectively with all levels of customers verbally and in writing
• Experience working with Google Suite, Microsoft Office and/or other office suite applications

Preferred Qualifications:

• Experience working in a clinical setting
• Bilingual
• Experience working in a case management system

Special Conditions of Employment:

• Satisfactory completion of a 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

Responsibilities:

ASAP Administration- 60% Provides administrative services for Academic & Staff Assistance Program (ASAP), including assuring administrative processes and program operations run smoothly. Orders supplies and equipment as needed and ensures that the appearance and functionality of the offices are maintained. Answers ASAP phone and triages calls as appropriate, including the ability to evaluate and follow protocols for handling crisis situations. Responsible for scheduling consultations and counseling appointments for clients and ASAP clinicians, which are of a sensitive matter requiring discretion and diplomacy. In accordance with HIPAA standards, manages and maintains confidential documentation completed by clients, scans documents and creates charts using the electronic health records database. Under direction of the ASAP manager, updates procedures, practices, work flow of scheduling, data input and data compilation. Provides basic analysis of data using the health records database including creating graphic representation for reporting purposes. Assists with developing and disseminating ASAP marketing materials, including website updates. Coordinates logistics for ASAP events including reserving venues, set-up, materials, and invoicing.

HR Administrative Operations-30%

Provides administrative support for the HR business operations. Manages the department's main phone line. Answers a wide variety of questions on the phone and in person, including assisting employees with information and guidance on the employee self-service portal. Responsible for ordering supplies, updating, and distributing internal documents as needed. Responsible for the smooth operations of the front desk area, including locking and unlocking the office during the appropriate hours. Directs customers to the appropriate meeting rooms and may provide basic support for setting up computer and printer equipment. Ensures that the seating area and Kiosk section maintain a professional and organized appearance. Sorts and distributes department mail and faxes. Assists and supports HR Office Manager with onboarding and offboarding tasks. Submits tickets to Facilities for work orders. Provides office updates through the department chat group or email. In the absence of the Office Manager, provides expert administrative support to the AVC/CHRO, HR Directors, and student employees.

HR Generalist-10%

Responsible for the campus Fee Waiver Program, which credits educational and registration fees to eligible career employees. Utilizing a case management system evaluates applications and independently determines eligibility based on pre-defined criteria. Communicates decisions directly with employees. Provides metrics on the program to the Employee Services Director as needed. Utilizing a solid understanding of HR programs, policies, and practices, triages inquiries using a case management system to the appropriate HR representative. In the absence of other coverage, provides general assistance to online job applicants over the phone and in person, including password resets. Provides a variety of general clerical support, including but not limited to organizing ad hoc committees, preparing confidential reports, setting up HR department meetings and trainings, maintaining the HR department meeting schedule and assigned hosts, coordinating departmental events and event logistics, setting up other meetings and interviews, and responding to information requests. Performs other duties as assigned.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination 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:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* 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 more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

Equal Opportunity/Affirmative Action Statement:

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.

Reasonable Accommodations:

The University of California endeavors to make the UCSB Job site (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 and Notice of Availability of the UCSB Annual Security Report Disclosures