Director, HSSB Administrative Support Center Job Listing at University of California in Santa Barbara, CA (Job ID 70209)

Description

Job Posting Details

Payroll Title: Administrative Manager 1

Job Code: 000547

Job Open Date: 6/12/24

Application Review Begins: 6/28/24; open until filled

Department Code (Name): HASC (HSSB ADMIN SUPPORT CENTER)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): MSP

Salary Grade: Grade 25

Hiring/Budgeted Salary Range: $101,100 to $115,000/yr.

Full Salary 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 $101,100 to $192,300/yr. The budgeted salary range that the University reasonably expects to pay for this position is $101,100 to $115,000/yr.

Work Location: 4001C Humanities & Social Sciences Building

Working Days and Hours: M-F; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Due to the administrative and programmatic responsibilities of this position, the position is primarily in-person and on-site, with the option for flexibility.

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

Department Marketing Statement: 

The Humanities Administrative Support Center (HASC) is a dynamic administrative unit that supports the academic departments of Classics, East Asian Languages & Cultural Studies, History, and Religious Studies. HASC provides the following for our four academic departments and affiliated centers: undergraduate and graduate advising and program coordination; financial management of operational, programmatic, gift, and research funds; academic recruitment and personnel administration; and technology support.

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 department chairs/directors within the Humanities Administrative Support Center (HASC), is responsible for full range of management functions for the departments of History, Classics, East Asian Languages and Cultural Studies, and Religious Studies. Management responsibilities encompass academic administration, academic support services, departmental computer technical support services, contract, grant, and gift/donation administration, purchasing and financial management, payroll, staff and academic personnel, space management, and safety programs. Develops and implements operating policies and procedures as they relate to overall departmental goals and objectives, interprets policy for department chairs/directors and departmental committee members, serves as liaison to other campus academic and administrative units. Requires considerable initiative, independence, judgment, and problem-solving abilities as well as effective management and supervisory experience, and must possess a strong knowledge of university and departmental policies and procedures.

Required Qualifications:

• Bachelor's degree in related area and/or equivalent experience/training.
• Excellent communication and interpersonal skills including the ability to professionally interact with students, staff, and faculty on the phone, virtually, via email, and in person.
• 4-6 years of demonstrated supervisory and leadership experience. 
• 4-6 years of proven success in managing and meeting many competing deadlines. 
• Ability to interpret complex policy and procedures, and ability to advise on related issues.
• Considerable initiative, independence, judgment, analytical and problem-solving abilities.
• Must be able to maintain high level of confidentiality.
• Must be detail oriented with a high degree of accuracy.

Preferred Qualifications:

• 4-6 years of experience with the curriculum planning process. 
• Strong knowledge of UC administrative processes, and policies and procedures that govern staff and academic personnel, financial management, payroll, student services, and academic programs.
• Demonstrated skills in employee supervision and program/department management.
• Expert knowledge of HR processes, protocols, and procedures.
• Working knowledge of UCSB systems, such as UCPath, Kronos, Data Warehouse, UC Recruit, AP Folio, Job Builder, Espresso, and others.
• Strong computer skills, including MS Office Suite and Google Workspace Suite.
• 4-6 years of experience working in a diverse academic setting.
• 4-6 years of experience with financial management, analysis, budgeting, and reporting for instructional and programming/operational funds, gifts, endowments, and grants.
• 4-6 years of experience with space management, including office assignments, facilities management projects, special programmatic projects, and planning for departmental short- and long-term space needs.

Special Conditions of Employment:

• UCSB is a Tobacco-Free environment.
• Satisfactory conviction history background check.

Job Functions and Percentages of Time:

Daily General Administration (35%) - Management of a complex Academic Support Center, made up of the departments of History, Classics, East Asian Languages & Cultural Studies, and Religious Studies. Provides leadership for sustaining a service orientation with operational excellence in a collaborative environment. Motivates staff and faculty to work within a team environment toward each department's mission; to provide students with a general education; and to train graduate students as scholars and teachers. Maintains broad knowledge of university policy, procedure, and current interpretations for effective discharge of department teaching and research mission. Assesses the effects of changes in policies and procedures on department operations and implements appropriate modifications as required. Advises the various chairs/directors, faculty, and staff providing continuity and historical perspective on established departmental regulations. Has primary supervisory responsibilities for all support functions necessary for the administration of the teaching, research, and specialty areas of the department. Serves as the liaison between students, faculty, staff, campus external agencies and the chair by responding to various inquiries and problems that might arise. In this capacity, independently solves problems requiring interpretation of a wide variety of federal, state and university policies.

Budget and Financial Administration (25%) - Working with the Academic Personnel and Financial Services Manager, the incumbent has direct responsibility for four departments' funds from multiple funding sources including state and federal monies, as well as private domestic, and international gifts, endowments, and grants. Prepares or oversees preparation of budget proposals as required (e.g. curriculum planning for both FWS and Summer Sessions, support and instructional development, instructional computing). Prepares, proposes and controls the Academic Support Center budget for all support services and information systems; advises the various chairs/directors of financial adjustments as necessary to assure that funds are properly allocated and administered; develops and advises the chairs/directors on near-term & long-term financial plans in response to campus and departmental goals and objectives. Identifies and performs analytical studies on budget related issues developing solutions to meet short- and long-term goals. Evaluates effectiveness of solutions, developing alternatives as necessary. Has signature authority for all department accounts. Working with Academic Personnel and Financial Services Manager, prepares annual budget projections for review by the chairs/directors, and disseminates financial updates to all faculty the state of the departmental budgets, as needed. Provides financial reports and information to the Dean of HFA, as requested. Establishes procedures for tracking and monitoring all gift funds to assure active and appropriate stewardship with donors. Establishes requirements and goals for the development and enhancement of financial systems.

Personnel Management (20%) - 
STAFF PERSONNEL: Manages the Humanities Administrative Support Center consisting of 16 career staff employees and additional limited and/or student employees, with responsibilities to analyze staffing requirements, job duties, recruitment, training, hiring/termination, performance evaluations, merit recommendations, disciplinary action and professional development. Provides leadership and training to all functional area supervisors (Academic Personnel and Financial Services Manager and Student Services Manager), with respect to University staff policies and procedures, and collective bargaining agreements. Represents the department in grievances and mediates in labor relations issues. Develops organizational structure for the administrative support center and effects staffing changes as needed. 

FINANCIAL AND ACADEMIC PERSONNEL: Supervises staff responsible for the following: providing financial support and administration, providing support to the chairs/directors and Academic Personnel/Recruitment committees involved in all academic personnel areas including faculty appointments, post-doc, research and TA appointments, recruitment and retention, merits and promotions. Provides consultation to Academic Personnel and Financial Services Manager and chairs/directors regarding implementation of relevant policies and procedures. staff responsible for the following: providing financial support and administration, providing support to the chairs/directors and Academic Personnel/Recruitment committees involved in all academic personnel areas including faculty appointments, post-doc, research and TA appointments, recruitment and retention, merits and promotions. Provides consultation to Academic Services Manager and chairs/directors regarding implementation of relevant policies and procedures. 

STUDENT AFFAIRS: Provides oversight to the undergraduate and graduate operations. Responsible for analyzing staffing and other student and instructional programmatic areas needing review. Provides oversight to the Student Services Manager, including the employment and payroll functions for T.A.'s, Readers, Lectures, Associates, and visiting scholar appointments.

Facilities Management (10%) - In coordination with the chairs/directors, responsible for long-and short-range facilities planning and development to meet departmental teaching and research needs. Serves as liaison with campus departments for any building renovation projects. Insures that all health, safety and ADA regulations are adhered to in the general operations of all departments within the administrative cluster.

Campus Service and Special Projects (5%) - Serves on College and campus-wide committees involving all phases of University administration. Serves as a mentor to other staff (e.g. L&S Leadership Development Program).

Policy on Vaccination Programs

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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 Revisions https://policy.ucop.edu/doc/5000695/

* 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

The University of California 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.

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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