Department Administrator

Position Number: 40132368

Payroll Title: Administrative Officer 2 CX

Job Code: 004263

Job Open Date: 2/6/25

Application Review Begins: 2/24/25; open until filled

Department Code (Name): EDUC (EDUCATION DEPARTMENT)

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/hr. to $33.16/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 $30.04/hr. to 49.21/hr.

Work Location: Education Building - 3105

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

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

This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Special Instructions:

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

Department Marketing Statement:

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.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:

Under the direction of the Department Chair for the Education department (EDUC) and in collaboration with the Assistant Dean of the Gevirtz Graduate School of Education (GGSE), the Department Administrator provides administrative oversight of all departmental operations, and supervision of department staff and student assistants. The Education (EDUC) department houses approximately 35 Academic Senate Faculty and Lecturers and offers a masters and doctoral program in Education. In addition to providing high level support to the Chair for managing faculty support (e.g., for faculty meetings, managing faculty recruitment visits, coordinating department events, etc.), serves as the primary administrative point of contact for the department. Maintains the department budget, gathers and analyzes financial and other resource data; prepares reports for analyses of operational activities, evaluates current and proposed services. Independently develops appropriate business procedures and practices with procurement, financial and personnel processes according to University policies and GGSE procedures. Audits and oversees payment processing and general ledger reconciliation. Maintains historical background of the Department in order to provide analytical evaluation and institute procedural changes as needed. Researches complex financial discrepancies and works with staff contacts in the Dean's office as needed to resolve issues related to functions such as student services, budget, human resources, payroll, space, and school-wide communications.

Required Qualifications:

• Bachelor's degree or equivalent experience and training.
• 1-3 years' experience with administrative work experience.
• 1-3 years' experience with interpreting policy, procedures, and accurately communicate them.
• 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.
• Working knowledge of common organization-specific and other computer application programs.

Preferred Qualifications:

• Proficiency with Excel, Word, and Email applications.
• 1-3 years' experience with UC databases and/or web-based applications.
• Familiarity with Databases and/or Web-based applications.
• Experience working in a higher education setting.
• Experience or familiarity with software and other web-based systems used at UCSB (i.e. Espresso applications, Gateway, Flexcard, UCPath)
• Supervisory experience.

Special Conditions of Employment:

• Satisfactory conviction history background check.
• CANRA (U13): Mandated Child Abuse Reporter.
• 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% DEPARTMENT ADMINISTRATION - ADMINISTRATION: Administrative oversight of all departmental operations, department staff. Provides high level support to the Chair for managing faculty support (e.g., for faculty meetings, managing faculty recruitment visits, coordinating department events, etc.). Serves as the primary administrative point of contact for the department. Maintains a comprehensive desk manual at all times, updating processes and procedures as needed. COURSE COORDINATION: Collaborates with the EDUC Department Chair and GGSE Student and Academic Affairs Managers to plan the yearly academic calendar, tracking impact on faculty workload. Records and communicates faculty course and room preferences and course schedule changes throughout the quarterly department proof process. Requires knowledge and understanding of course structure, scheduling policy and temporary appointment hiring practices. Shepherds course changes through GGSE course approval process. Works with the Graduate Curriculum Committee to update year-by-year curriculum planning sheets. DEPARTMENTAL ASSISTANCE: Assists the EDUC Department Chair with planning, organizing and implementing procedures for departmental related activities. Researches policy issues and makes recommendations when requested for department related processes. Prepares agendas and takes minutes at various department meetings. Facilitates ballot process for any department voting that needs to take place. Participates in EDUC Executive Committee. EVENT PLANNING: Works with the EDUC Department Chair to plan public talks, continuing education seminars and other events. Coordinates room reservations, refreshments, publicity, payments and other logistics ensuring adherence to campus policies and GGSE procedures. Acts as a liaison between presenter and department. FACULTY AND STUDENT SUPPORT: Coordinates distribution of work requested by faculty and students, such as copy jobs, checking out equipment, providing and processing department forms, ensuring that work is done in a professional and timely manner. Determines priorities and timelines, anticipates and solves problems and ensures that the department office functions effectively. Serves as a liaison between the Department and School as well as with several central campus offices. Point of contact for faculty and staff on a range of issues related to student advising, admissions, recruitment, finance and academic personnel. Delegates the oversight of Department specific fellowship programs, applications, nominations, awards, and opportunities to the Program Coordinator, ensuring that the application schedule is developed, communicated, and implemented effectively, and the funding data is tracked. VISITING STUDENTS AND SCHOLARS: First point of contact for all visiting scholars sponsored by EDUC faculty. Responsible for understanding Office of International Students and Scholars policies and procedures governing scholarly visits, assisting scholars with necessary eligibility forms and documentation and compiling personnel documents to be submitted to OISS, Academic Personnel and the School. Provides assistance and orientation to scholars upon arrival. SAFETY: Serves as an alternate Department Safety Representative (DSR) for the Education Building and as the primary DSR for the third floor.

25% FINANCIAL ADMINISTRATION - Responsible for financial management of department funds. Provides oversight and approval of payroll, purchasing, reimbursement, travel, and entertainment expenditures in compliance with campus and GGSE procedures. Acts as the financial control point for the Department and holds signature authority on departmental funds. Ensures expenses are allowable and meet cost accounting standards. Reconciles accounts with the general ledger and payroll ledger and internal financial shadow systems on a monthly basis, researching and resolving discrepancies as needed. Alerts Department Chair regarding projected overdrafts and may recommend course of action. Provides input for financial decision making processes. Approves transfers of funds per budget allocations and coordinates with the GGSE and departments across campus on fund transfers. Liaises with the GGSE Finance & Administration Manager as needed. Responsible for the fiscal closing of department accounts and for establishment of account and project balances at the beginning of the fiscal year. Identifies and researches anomalies and works towards resolution collaborating with GGSE staff and other campus units as necessary. Responsible for design, research, and submission of reports and budget requests and performs analysis on budget related issues. Maintains ongoing review of financial status and objectives of departmental funding. Gathers information, analyzes, prepares and summarizes recommendations for short and long range financial and/or resource plans. Reviews and monitors all relevant departmental procedures and adapts to changing conditions to ensure that high service standards and audit requirements are met. Anticipates and resolves problems. Performs and compiles financial management studies at a high level of complexity. Performs complex budget and resource analysis, including retrieving data from campus information systems, organizing and validating data, and preparing reports. Applies financial services concepts (i.e., accounting, accounts receivable, accounts payable, purchasing, and billing), to resolve issues, and prepare business process procedures and policy recommendations.

15% ACADEMIC PERSONNEL - Collaborates with the EDUC Department Chair and GGSE Academic and Student Affairs Manager on all academic personnel activities related to EDUC including serving as the primary point of contact for coordinating faculty and all other academic personnel recruitments. Responsible for the coordination of faculty recruitment visits, job talks, travel, accommodations and meetings ensuring adherence to campus policies. Facilitates ballot process for faculty recruitments. Coordinates with the EDUC Department Chair and the Academic Personnel Coordinator on Unit 18 and Academic Coordinator merit and promotion cases, reappointments, recruitments, ensuring that the GGSE Academic Personnel Coordinator has received all required documents and publications for each case. Collaborates with the EDUC Department Chair on selection and hiring process of annual (temporary) academic personnel (i.e., Teaching Assistants, Teaching Associates, Lecturers and Academic Coordinators) by assembling hiring materials such as course evaluations and justification of appointment. Responsible for the hiring process, including employment exceptions. Verifies that graduate students are academically eligible to be hired as a Teaching Associate and/or Teaching Assistant (TA). Provides notification to GGSE Employment Analyst in the event that an employment exception will be needed. Responsible for completing Eligibility Verification from Home Department forms and submitting Associate Appointment Forms to the School for approval. Issues TA and Associate appointment letters on behalf of the department. Responsible for ensuring that faculty complete a Teaching Assistant description of duties form for each course with a TA assigned. Responsible for temporary academic recruitments, working with Office of Equal Opportunity and Discrimination Prevention and Academic Personnel to ensure that all relevant policies and procedures are followed. Coordinates search committees, places advertisements, tracks placements, sorts through applicants, compiles interview questions and schedules interviews. Helps to ensure all academic recruitments follow their prescribed search plan in UC Recruit and are completed in a timely manner. Serves as timekeeper for electronic timekeeping system for temporary academic employees hired in the department. Responsible for configuring employee timecards and supervisor assignments, and for reviewing timecards to ensure approvals are complete prior to payroll upload deadlines. Ensures compliance with appropriate Collective Bargaining Agreements (Unit 18 and ASE), Academic Personnel, Graduate Division, UC and affirmative action policies. Coordinates orienting new EDUC faculty to Department, GGSE, UCSB and UC processes. Serves as liaison between GGSE Student Affairs Office and Information Technology Group and campus in answering questions about logistical needs, related to applications such as email, learning management system, and classroom access.

10% SUPERVISION - Supervises one career position (1.0 FTE) and, as needed, student assistants. Responsible for recruitment, hiring, assignment of job duties, and performance evaluations within the guidelines and practices of University Personnel Policies, Fair Labor Standards Act, Collective Bargaining agreements, and other State and Federal Labor rules and regulations as appropriate. Responsible for training and orientation of new and continuing employees with respect to University policies and GGSE and departmental procedures. Evaluates staffing needs within the Department, reallocating workload and duty assignments as necessary.

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.

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