Personnel Administrative Coordinator

Personnel Administrative Coordinator Location Hybrid remote in Santa Barbara, CA : Job Code: 4723 Job Open Date: 1/9/2024
Application Review Begins: 1/25/2024
Department Code: STHL (Student Health)
Percentage of Time: 100%
Union Code (Name): CX-Clerical/Admin
Employee Class: Career
FLSA Status: Non-Exempt
Classified Indicator Description: PSS
Salary Grade: N/A
Hiring/Budgeted Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $23.60/hr. - $25.70/hr.
Full Salary Range: The full salary range for this position is $23.60/hr. - $33.45/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.
Work Location: Student Health
Working Days and Hours: Monday-Friday, 7:30am-4:30pm
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 Student Health is a full service on campus primary healthcare facility for UCSB students. We see students on both an appointment and walk-in basis. Our auxiliary services includes on-site laboratory, pharmacy, x-ray and physical therapy. Our specialty services include psychiatry, gynecology and sports medicine. An extensive alcohol and drug program completes other behavioral health services.
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 and why You Belong at UC.
Brief Summary of Job Duties Under the direction of the Administrative Services Director and Business Operations Officer, acts as an assistant using independent judgment, organizational support to personnel and credentialing duties. Is responsible for a variety of administrative tasks that include being the primary support person for the Administrative Services Director and Business Operations Officer, managing various department documents, forms and other paperwork, providing information by telephone and in person, and assisting other management staff with project related tasks.
Required Qualifications High school diploma or equivalent experience. 1-3 years computer skills and experience of Microsoft Suite products. 1-3 years office and administrative experience. Special Conditions of Employment Mandated reporting requirements of Child Abuse Mandated reporting requirement of Dependent Adult Abuse Satisfactory criminal history background check. To comply with Santa Barbara County Public Health Department Health Officer Order, this position must provide evidence of annual influenza vaccination, or wear a surgical mask while working in patient care areas during the influenza season. Any HIPAA or FERPA violation is subject to disciplinary action. Student Health is closed between the Christmas and New Year's Day holidays. Job Functions and Percentages of Time: FERPA Personnel Assistant (40%) Attend and assist with weekly Admin HR meetings, including calendaring, updating new hire spreadsheet and follow-up from discussions. Assists with the management of performance evaluations of all new and current employees. Includes calendaring reminders, sending correspondence to supervisors, preparing and submitting performance evaluation documents, obtaining various signatures and tracking dates and communications of upcoming and completed evaluations. Attend and assist with weekly Admin HR meetings, including calendaring, updating new hire spreadsheet and follow-up from discussions.
Prepare and update various files and folders for personnel, credentialing and onboarding.
Ensure personnel and credentialing files are kept updated and orderly at all times. Includes periodically auditing the file cabinets for archiving files.
Prepare various tasks, such as updating s, obtaining information in the UC Title Code System, prepare JD grids, etc.
Assist with tracking and coordination of work location (as required by AB119) and probationary evaluations for new hires.
Assist with preparing file folders for exiting employees, ergonomic and various other folders.
Under the direction of the Administrative Services Director and the Business Operations Officer, communicate and prepare documentation. Includes communication to various UCSB departments and Student Health employees.
Credentialing Assistant (40%) Under the direction of the Business Operations Officer, assist in the oversight of licensing, DEA, CPR and Board certification for all ongoing and current professional clinical staff. Verifies and maintains licensure and certification in coordination with the UC Health System Management and Credentialing Vendor Organization (CVO). Continuously updates various spreadsheets required for tracking credentialing and personnel actions. In collaboration with UC Risk, tracks mandated Boundary Training in UC Learning and BLS certification for providers. Sends emails, assists with login, and ensures credentialing files are up to date with the completed training documentation. Attend monthly UC Credentialing Coordinator Zoom meetings. Includes taking notes in preparation for reporting to the Student Health Credentialing Committee. Works closely with the Business Operations Officer with the development and distribution of meeting agendas, coordination of meeting schedule, taking minutes and for the Student Health Credentialing Committee. Administrative Office Support (10%) Submits office supplies for the Administrative Office that includes monitoring supplies, submitting weekly orders as needed and distributing supplies. Submits monthly copy machine report. Includes monitoring the coffee orders and distribution. Composes, reviews, edits and formats correspondence, documents, handouts and forms, both clinical and administrative and manages electronic storage of documents. Distributes incoming mail on a daily basis. Other administrative duties as assigned. Special Projects (10%) Works closely with the Administrative Services Director and Business Operations Officer to assist with recurring and one-time administrative projects (e.g. AAAHC, Fall Orientation Training week, etc.).
UC Vaccination Programs Policy - With Interim Revisions As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.*
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.
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UC Santa Barbara COVID-19 Information University of California Policy on Vaccinations - With Interim Amendments Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024. ** 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 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 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 or email . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
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