Administrative Services Coordinator Job Listing at University of California in Santa Barbara, CA (Job ID 63912)

Description

Job Posting Details

Payroll Title: Blank Asst 3

Job Code: 4722

Job Open Date: 1/19/2024

Application Review Begins: 2/5/2024

Department Code (Name): DSRS - Residential & Community Living

Percentage of Time:  100%

Union Code (Name):  CX - Clerical

Employee Class (Appointment Type): Career  

FLSA Status:  Non-Exempt

Salary Grade: N/A

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.29 - $33.49/hr.

Full Salary Range: The full salary range for this position is $27.29 - $39.12/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 budgeted salary range that the University reasonably expects to pay for this position is $27.29 - $33.49/hr.

Work Location: Sierra Madre Office

Working Days and Hours: Mon-Fri 8 am - 5 pm

Benefits Eligibility:  Full Benefits

Special Instructions

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

Department Marketing Statement

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 and why You Belong at UC.

Brief Summary of Job Duties

The Administrative Services Coordinator (ASC) is responsible for the oversight, administration and customer services in one or more apartment complex offices. They communicate with residents and staff in the area to ensure that policies and procedures are understood and followed, and create an environment where residents are connected with the resources and support needed while ensuring that all who enter the office feel welcome.

The ASC is the primary key coordinator for 1 or more R&CL apartment offices (Santa Ynez, Sierra Madre, and/or Storke), and is responsible for the security, tracking and organization of 4,000+resident keys. The ASC coordinates move-in and move-out procedures for approx 2,000 students living in the apartment communities supported by each office. They train and supervise student assistants providing customer service and resident support in office(s). The ASC ensures offices are organized and professional, that students and staff supported by the offices receive excellent customer service, and that campus partners are communicated with in a clear and timely manner regarding issues that impact them.

In compliance with HDAE goals and objectives, affirms and implements the department Educational Equity Plan comprised of short and long term objectives that reflect a systematic approach to preparing both students and staff for success in a multi-cultural society. Works in an environment which is ethnically diverse and culturally pluralistic. Works in a team environment.
 

Required Qualifications

• High School Diploma or equivalent experience.
• 1-3 Years experience in an administrative, clerical, or operations role. 

Preferred Qualifications

• Bachelor's degree or equivalent work experience
• Experience working with Diverse individuals and communities
• Experience in providing outstanding customer service in challenging circumstances 
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Special Conditions of Employment

●     UCSB Campus Security Authority under Clery Act

●     Satisfactory conviction history background check

●     UCSB is a Tobacco-Free environment  

Job Functions and Percentages of Time:

Key Management & Security - 30%

Responsible for the storage, organization, issuance and security of  4,000+ resident and staff keys:

 • Weekly billing for lost/unreturned keys and late move-outs

 • Oversees issuance of temporary keys due to lock-outs/lost keys, and ensures accurate and timely checking out and in of those keys

 • Oversees weekly routine key audits and resolves key issues as they arise, including missing keys, mislabeled keys

 • Collaborates with locksmiths and Operations Service Center to process lost key requests and issue replacement keys to residents and emergency rekeys for sensitive situations

 • Ensures keys are secured at all times, and that all staff with key access follow all protocols to ensure the safety of residents

 • Oversees key management (apartment keys AND duty sets) for apartment live-in staff such as Resident Assistants, Resident Directors, and Assistant Resident Directors. Collaborates with locksmiths to upload staff biometric logins to Key Watcher

 • Manages a system for checking out a variety of keys for various purposes such as vendors, storage units, swap shops, pole keys, fitness center cards, West Cottage key cards, etc.

 • Processes keys for urgent/emergent temporary relocations and updates stakeholders as needed

 • Trains staff on key management/issuance, and ensures that established key procedures and policies are followed by all career, contract and student staff who work in the offices.
 

Office Supervision & Customer Service - 30%

 Responsible for creating a welcoming environment where resident needs and concerns are addressed quickly and efficiently. Ensures all residents receive excellent customer service and are connected to the appropriate campus resources by:

 • Trains & supervises 5-10 student assistants providing first line of customer service

 • Oversees daily workflow of student assistants at 1 or more offices

 • Trains RAs and Lead Staff for “On Call” procedures for night and weekend duty

 • Ensures all procedures are followed and implemented accurately by all staff working in the office(s)

 • Ensures the office space is organized, cleanly, professional, and welcoming

 • Suggests changes or amendments to the quarterly staffing schedule based on student office assistant availability

 • Provides problem solving assistance to student staff when out of the ordinary issues arise

 • Disaster preparedness - follows departmental protocol on emergencies

 • Office supply ordering & inventory management. Responsible for keeping storage room(s) organized and useable by others

 • Serves as point of contact for R&CL staff to make purchases for staff office supplies

 • Keeps office signage and communication up to date

 • Ensures office phone calls, voicemails and emails are responded to in a timely manner.

 • Reviews Office Logs daily to ensure any concerns or follow-up is addressed

 • Keeps water dispenser clean and stocked with water and cups

 • Ensures First Aid Kits are stocked and trains staff to access supplies when needed

 • Sorts through any mail mistakenly delivered to the offices and forwards  it to the appropriate resident, post-office, or return to sender in a timely manner

 • Advises residents on campus parking information and connects residents with Transportation and Parking Services when appropriate

 • Assists R&CL Financial Team by distributing and maintaining a record of reimbursement checks, Costco card, and more

 • Oversees West Cottage guest check-ins and check-outs

Apartment Turnover Logistics - 25%

 Oversees annual, quarterly and intermittent move-in and move-out procedures for the approx. 2,000 residents living in 1 or more communities:

 • Oversees preparation of keys and packets for new move-ins

 • Oversees move-out procedures and key return and reconciliation in a timely manner

 • Trains and supports staff who are assisting with resident check-ins and move-outs

 • Supports Lead Staff, RAs, and UCHS on apartment room inspection protocols

 • Communicates with campus partners who are involved in the move-out process

 • Assists ResOps in the FSH turn-over process, including processing Phase 1/2 inspections and collection/distribution of ACR

Systems Administration - 10%

• Effectively utilizes and updates UCSB specific programs and other available technology to support the resident experience and share information with campus partners:

 • Community space and room reservations for 1 or more communities

Responsible for parking coupon code issuance for resident visitors and monthly system updates for 1 or more communities

 • Updates and maintains key information (core numbers, lock-out tracking, etc) in Mercury

 • Oversees the Family Student Housing Fitness Center Membership billing and card distribution

 • Keeps Gmail, Key Management Logs, Office Logs, Move-out Tracker, and other online systems organized and up to date
 

Collaboration with Campus Partners - 5%

• Collaborates with campus partners on shared items and projects, including move-in and move-out logistics, resident mail, room changes, apartment turnover process:

 • Partner departments include TPS, Mail Services, R&CL Lead Staff, University & Community Housing Services, Residential Operations, Grounds, Campus Security Officers, UC Police Department, ARIT and more

 • Collaborates with Conference & Hospitality Services on keys and other transition items for conference groups using our facilities

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. 

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 Amendments 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 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 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. 

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 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'.