Personnel And Program Administrative Assistant

Personnel and Program Administrative Assistant Location Santa Barbara, CA : Working Title: Personnel and Program Administrative Assistant UC Job Code : 004722
Job Open Date : 11/14/2023
Application Review Begins : 12/04/2023; open until filled
Department Name : COUN (Counseling and Psychological Services)
Percentage of Time : 100%
Union Code : CX (Clerical)
Classified Indicator : PSS
FLSA Status : Non-Exempt
Salary Grade : STEPS
Budgeted/Hiring Pay Rate Range : $27.90 - $30.60/hr.
Full Title Code Pay Range: 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 salary range for this position is $27.29 to $39.12. The budgeted hourly range the University reasonably expects to pay is $27.90 to $30.60/hr.
Work Location : CAPS Main Building 599
Working Days and Hours : M-F; 8am - 5pm
Benefits Eligibility : Full Benefits
Eligible for Remote or Hybrid Work : Currently Hybrid-Yes (Not a fully remote position- in office days are required)
For full consideration please submit a resume and cover letter. Department Marketing Statement The mission of Counseling and Psychological Services (CAPS) is to assist Student Affairs and the University in helping the student body achieve academically, socially, and personally through culturally responsive mental health services. CAPS is committed to providing a safe, inclusive, and affirming environment to ensure that all students remain psychologically healthy in pursuit of their goals. We value Inclusion, Collaboration, Compassion, and Impact. Our objective is to help in the creation and maintenance of a healthy campus environment. We educate, support, advocate and help foster a culture of acceptance and appreciation of human differences.
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Brief Summary of Job Duties: Under general supervision of the Business Officer and Assistant Director of Mental Health Outreach and Programs provides general departmental and program support to CAPS, including Mental Health Peer Program. Responsible for the recruitment, hiring/onboarding, and separation of staff and student employees. Coordinates with the search committees to make sure applicable policies and procedures are followed and maintains appropriate record keeping per UC and campus Policy. Provides administrative and financial support to the department and Peer Program. Position requires a high level of discretion and confidentiality. Must practice within bounds of HIPAA and FERPA. Maintains working knowledge of departmental and University Policies.
Required Qualifications: High school diploma or GED. Ability to organize, coordinate and prioritize workload and work independently under pressure of deadlines. Excellent oral and written communication skills, professional demeanor, and demonstrated collaborative skills. Ability to understand and interpret complex policies and procedures. Must be detail oriented with high degree of accuracy. Must possess strong problem-solving skills, time management, and ability to multitask. Strong computer skills, including spreadsheets and word processing programs. Ability to maintain confidential and sensitive information using tact and discretion. Preferred Qualifications: 1-3 years of experience with HR actions - recruiting, hiring, onboarding. Knowledge of UC employment policies. Experience with UCPath, Kronos, and/or Gateway. Special Conditions of Employment: Criminal history check (U02): Satisfactory completion of a conviction history background check background check CANRA (U13): Mandated Child Abuse Reporter Works in patient care environment UCSB is a Tobacco-Free environment Job Functions and Percentages of Time: 40% Recruitment and Personnel - Responsible for the hiring and separation of all staff (administrative and clinical), student, and other limited/temporary employees. Ensures compliance with personnel policies, collective bargaining units and applicable laws. Administratively oversees the recruitment process for all staff (admin, clinical, limited, student, etc.) in the department, and may assist in the postings in UCPath TAM. Posts advertising for open positions on various sites. Assists the search committee to ensure access to applicant materials, maintain applicant tracking sheets, schedule prescreens, interviews, or other communication with applicants and the committee. Work with the committee to finalize the application review process, phone screen and/or interview questions and any other materials needed to assess the applicants. May pre-screen applicants to ensure compliance with minimum qualification and licensing (when applicable). Initiates and facilitates communication with candidates for any phone screen and/or interview preparation including Zoom logistics. Provides support to the committee and ensures all documents are collected and retained per UC policies. Creates and coordinates the onboarding of new employees including creating schedules, coordinating meetings, and working with other admin on any pre-hire tasks needed before the first day for UCPath. Responsible for work authorization processing in Tracker and background check initiation with HR or through Universal. This includes working with leadership, IT, QI, and external departments when necessary to ensure proper onboarding and access is given. Initiates all necessary employment forms for a variety of student and staff appointments. Ensures all employment documents are complete and processed in a timely manner, and tracks employment packets through various stages and campus departments. Regularly follows up with Business Officer, supervisors and QI Committee with new employee compliance progress and updates. Ensures that necessary documents are completed, logged in Path or other system, and put in personnel or other file per campus and department policy. Prepares separation actions in the department along with other admin to ensure close out of accounts, access, and returning of University property and keys. Coordinates with Business Officer on funding entry, budget distribution updates, and any salary cost transfers related to new hires and student staff. Assists Business Officer with key distribution to users, including maintaining records of issuance and return and monitoring supply of keys and order as needed. Analyzes and recommends process improvements to the recruitment and onboarding process to Business Officer. May assist and coordinate in implementing changes to the process and departmental procedures.
25% Program Support - Provides administrative and financial support to the Mental Health Peer Program. Assists with ensuring goals are met and student peers are effectively being integrated into the department. Assists with organizing and taking minutes for weekly program staff meetings. Coordinates and organizes with Assistant Director for training week including building the schedule, ordering supplies, or requesting other logistical items for a successful week. Assists with coordinating and implementing recruitment, selection, and hiring of student employees. Including administrative support for scheduling interviews, emailing logistics to applicants and final notifications. Initiates Path hire transactions, work authorization, work study, and background check processing. Separates student staff as they end employment with the department. Oversees maintenance and repair of stress management equipment. Researches vendors and technicians if new equipment is needed or if repairs to equipment are necessary and initiates proposals to the Business Officer and Asst Director on what is required to maintain an efficient program. Assists with collecting statistical analysis for program and provides recommendations to program supervisor on a quarterly basis. Assists with preparing quarterly and end of year report to be supplied to Asst Director and Director (CAPS). Provides direct administrative support for programmatic activities, outreach, and other events as requested. Coordinates logistics of events, including scheduling venues and equipment for events, regularly reviewing web page for updates and accuracy, preparing handouts, brochures, and packets, assisting with collecting data and preparing reports, and assisting with other details as required. Coordinates travel related to programmatic activities and works with traveler to finalize all paperwork before and after event. Coordinates logistical arrangements for events and meetings (e.g., secures venues, coordinates meal service, arranges travel, lodging and payment for speakers). Provides assistance before, during, and after the event or meeting, including set-up and clean-up. Assists with trouble-shooting problems.
25% Financial Support - Prepares and processes accounting paperwork, including entertainment, memberships, vendor invoices, reimbursements, Gateway, and other payments. Works with vendors to collect necessary document and prepare financial paperwork in compliance with UC policies. Ensures vendors are paid in a timely manner. Serves as Gateway Requester and Receiver. Prepares and coordinates with peer program on outreach and programmatic offerings to order needed supplies in Gateway or through other vendors. Work with peers on what is within policy for campus and department. Assists peers with planning the financial and campus logistics. Coordinates with Financial Assistant and Business Officer as necessary. Tracks and monitors expenses for special projects when required. Uses independent judgment, initiative, and applies problem solving and decision making skills to resolve and troubleshoot problems. Performs administrative duties, including travel arrangements and reimbursements, invoice processing, Flexcard accountability, and general ledger review. Assists with purchase orders, planning and securing required approvals as needed. Processes payroll transactions, troubleshoots any payroll issues, and manages work study entry for student employees. Maintains accurate and working knowledge based on University policies and procedures that oversee entertainment, travel, and reimbursements. Serves as a back-up to all administrative and financial duties and assignments in the absence of any of the Administrative Assistants in the department.
10% Administrative Support - Coordinates internal and external calendar for Director. As assigned by the Director or Business Officer, coordinates details and logistics of various special projects using knowledge of University and departmental policies and procedures. May provide direct administrative support to leadership or other staff. Effectively anticipates and performs multiple support tasks, recognizes and solves problems and manages time effectively with shifting priorities and deadlines. Must be knowledgeable on departmental polices and procedures, including HIPAA and FERPA. Works collaboratively with other staff to provide assistance when needed. Attends weekly CAPS meetings and provides back up for meeting minutes. Participates in organizational informational meetings, attends other organizational meetings as requested, serves on agency committees as appropriate. May provide back up support to the front desk; and may be required to assist with other duties as necessary.
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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