Job Details

Assistant Director of Office Administration
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Position Number: 5809500
Location: Santa Barbara, CA
Position Type: Business and Financial Management

Assistant Director of Office Administration

University of California Santa Barbara

Job Posting Details

Payroll Title: ADMIN SUPV 1
Job Code: 7374
Job Open Date: 11/14/2024
Application Review Begins: 12/4/2024
Department Code (Name): DSRS (Residential and Community Living)
Percentage of Time: 100%
Union Code (Name): 99 Non-represented
Employee Class (Appointment Type): Staff: Career
FLSA Status: Exempt
Salary Grade: Grade 21
Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $80,000 to $96,500/year. 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 $69,500 to $123,500/year.
Work Location: Sierra Madre Office
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) Up to 2 days/week remote

Special Instructions:

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

Department Marketing Statement:

Housing, Dining & Auxiliary Enterprises provides a comprehensive array of essential services, and strives to enhance the quality of life of the University community by providing an environment that is supportive of the educational needs and extracurricular activities of our students.

Residential & Community Living promotes a self-regulated environment for the residents of University residence halls and apartments. Their services foster the residents' ability to live together respectfully and responsibly in a learning community and promote the academic success of all residents. The residential education program provides a quality living experience as well as opportunities to interact with other residents, faculty and staff.

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 general direction of the Director of Administration, the Assistant Director, Office Administration provides analytical and administrative support in the areas of office management and resident services, quarterly and annual Move in/Move out of Apartments (approx. 5,000+ residents) and cross department collaboration. Oversees 3 complex offices providing services to student residents living in 8 unique apartment complexes. Additionally, provides services to staff, faculty, and University guests occupying the West Campus Cottages, Sierra Madre Staff and Faculty Apartments, and units affiliated with the Kavli Institute for Theoretical Physics. Supervises 3 career Administrative Services Coordinators managing the offices. Coordinator for RCL's annual Move-In/Move-out for the 8 apartment complexes. Works in collaboration with RCL Lead staff, University & Community Housing Services, Operations, Parking Services, Conference Services, Dining, Mail Services, Ucen, etc. on services provided to residents.

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training
1-3 years college/university administration, or equivalent.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
Skills to evaluate issues and identify resolutions.
Strong service orientation with the ability to effectively manage multiple priorities.

Preferred Qualifications:

1-3 years process improvement and/or project management/coordination Preferred
1-3 years supervision of full-time or student staff Preferred
1-3 years college student life program experience Preferred
Working knowledge of the organization's processes and procedures, rules and regulations.
Working knowledge of common organization-specific and other computer application programs.
key management experience Preferred

Special Conditions of Employment:

UCSB Campus Security Authority under Clery Act
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

40% Administrative Operations and Resident Services

Analyzes management, staffing and administrative needs and office procedures for 3 separate offices including designing and implementing changes/enhancements that may relate to upgrades to systems and services.

Develops and implements standardized office procedures to ensure consistent service across all 3 complex offices, while adapting services to meet the unique needs of each community.

Ensures a standard level of cleanliness and organization in all 3 offices.

Oversees equipment inventory and office purchases for 3 offices. Trains employees and oversees the process for analyzing data and reports for the monthly upload of visitor parking codes in 3 communities.

Trains employees and oversees the room reservation system utilized by staff and residents to host events, meetings, and special programs.

Key Administration: Responsible for designing and maintaining a high level security system for the issuance, tracking, and collection of keys for 5,000+ residents. Oversees tracking and issuance of temporary lock-out keys. Works with locksmiths to facilitate rekeys and problem solve key tracking and storage issues.

Oversees resident communication at each of the apartment complexes.

Designs move-in and move-out communication.

Works through Administrative Services Coordinators to send critical and emergency notifications to residents.

Ensures high quality, in person customer service is provided at each of the complex offices, addressing resident questions & concerns in a timely manner, and referring to appropriate campus partners as needed.

25% Supervision

Supervises and meets weekly with 3 Administrative Services Coordinators who are responsible for managing 3 offices.

Develops and oversees recruitment processes and onboarding for the hiring of 8 -12 student office assistants and 1 limited summer position annually.

Selects, develops and evaluates staff to ensure the delivery of quality customer service to various constituencies.

Recommends personnel-related actions and ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with organizational policies, procedures and departmental standards and procedures.

Sets consistent work priorities for all administrative functions and services in the unit.

Oversees scheduling and staffing at all offices, coordinating back-up coverage and assistance as needed with OAs, ASCs, and other RCL staff when staff call in sick, or at peak activity times such as move-ins and move-outs

Ensures student office assistants and Administrative Service Coordinators are up to date on all required trainings

25% Move-in & move-out logistics

Responsible for designing and overseeing implementation of 10 large, complex, multi-faceted move-ins and move-outs, as well as on-going individual move-ins/outs affecting residents in 8 complexes.

Designs streamlined process for collecting resident keys at check-outs, reconciling keys, and preparing them for the next residents moving in.

Collaborates with RDs to plan RA room inspections after move-outs.

Provides ongoing communication and collaboration with custodial staff and RDs on the apartment turnover process.

Leads quarterly move-in and move-out planning meetings with RDs, custodial staff, administrative staff, and UCHS staff

Works with RDs to create staffing schedule for larger move-ins and move-outs at each of the complex offices

Oversees the billing for late move-outs and improper checkouts and manages any related appeals and notifications

10% Collaboration and Department Liaison

Coordinates and leads cross department projects & planning on shared programs impacting residents, such as resident parking, resident mail service, apartment turn-over

Collaborates with Conference Services and KITP to design and support move-in procedures for visiting faculty and staff in the West Cottages, West Campus Apartments, and Storke Apartments as well as summer conferences.

Departmental contact with Transportation & Parking Services, Communication Services, ARIT, USPS, Mail Services, Risk Management, and EH&S on all non-routine issues that arise (i.e. internet system failures/upgrades, new USPS codes, resident liability claims, etc).

Primary point of contact for other UC and college Housing programs to assess issues such as USPS code interpretation, guest parking processes, resident services, etc.

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 - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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. 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.

Reasonable Accommodations:

The University of California endeavors to make 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

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=74432&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant