Student Affairs and Purchasing Assistant
Payroll Title: Blank Assistant 3
Job Code: 004722
Job Open Date: 07/01/2024
Application Review Begins: 07/17/2024; open until filled
Department Code (Name): GEOG (Geography)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Hourly Range: $27.29 - $29.92/hr.
Full Hourly 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 hourly range for this position is $27.29 - $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 - $29.92/hr.
Work Location: 1837 Ellison Hall
Working Days and Hours: M-F; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: n/a, position is fully on-site
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Department of Geography's vision is to lead the integration of natural, social, and information sciences to solve problems of people and the environment. Two key terms in the vision that separates geography from most other fields is that, first, we take integration across knowledge domains as the central goal and, second, we use that to leverage better insights on problems that span the natural and social realms. Faculty in geography do not necessarily hold degrees in geography (only 4 currently do), but we all are characterized by having a particular domain expertise while also being committed to working across domains especially on problems where there are both natural and social aspects interacting. Reflecting that framing, our faculty are classified by domain/research area expertise and participation in cross-cutting themes. Domains define broad areas of science where we have sufficient faculty expertise to provide graduate level education.
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 general supervision of the Student Programs Manager, with additional direction provided by the Contracts & Grants Manager, assists with coordination of student programs, both graduate and undergraduate, for the Department of Geography. Responsible for quarterly textbook orders, scheduling room requests, compiling statistical data, social media, and payroll reports. Assists with the development and implementation of student outreach programs. Manages alumni tracking and event coordination, and maintaining graduate student data on the Geography website. Designs and disseminates colloquium flyers. Serves as department photographer, and serves on departmental committees. Responsible for all purchasing, expediting orders, travel processing, fellowship travel payments, and accounts payable. Maintains a working knowledge of contract and grant requirements as well as University policies and procedures and applies them to daily tasks. Serves as liaison between the department and campus administrative offices (such as Purchasing, Accounting, Business Services, Facilities Management, Communication Services, Central Stores, Academic Departments/Organized Research Units, and Equipment Management), and Geography faculty, researchers, staff, and students regarding purchasing, travel, and recharge matters. Maintains accurate files for all purchasing, and equipment inventory. Performs annual equipment inventory. Participates as an active team member in Geography and shares ideas on how to improve services and deliverables.
Required Qualifications
- High School diploma or GED.
- Strong organizational and communication skills with a customer service focus.
- Experience researching problems of a financial nature and comparing purchase orders and/or invoices to sales materials in order to resolve pricing issues.
- Ability to maintain a positive attitude and work as a team.
Preferred Qualifications
- Bachelor's degree or equivalent training and/or experience.
- Experience in student support services in higher education program/college or school.
- Ability to understand, interpret, apply, and effectively communicate policy and regulation.
- Experience communicating professionally with a variety of clients, including faculty, staff, students, vendors and visitors.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Student Affairs (30%) - Assists with coordination of student programs, both graduate and undergraduate, for the Department of Geography. Helps to provide a safe, inviting, and supportive environment for students. Exercises independent professional judgment, creatively solves a variety of problems, is diplomatic and maintains a positive attitude with the students. Assists with coordination of recruitment and outreach activities. Assists with activities that promote an active and involved Geography student community that promotes communication between students, staff, and faculty. Assists with the development and implementation strategies to increase enrollment of applicants accepted into Geography programs. Acts as the quarterly textbook coordinator, working closely with Faculty, graduate students, the UCSB Bookstore, and Publishers. Responsible for scheduling of rooms and equipment for instruction. Assists in compiling statistical data (i.e. GRE and GPA statistics, financial support, enrollment and admissions statistics, statistics on minority recruitment, etc.) for reports and surveys. Assists in preparing and submitting annual surveys and reports to outside universities and agencies requesting information about programs (i.e. National Science Foundation). Disseminates quarterly call and prepares payout forms for Dangermond Travel fellowships. Coordinates award certificates, payouts and thank you notes to donors. Assists the student programs manager with payroll reports. Maintains the department library check-in/check-out system.
Purchasing/Expediting/Cash Reimbursements (30%) - Responsible for processing and expediting orders, receiving, and shipping all orders using the Gateway procurement system or departmental FlexCard. This includes requisitions for goods or services, and vendor blanket orders for the Department of Geography and its research centers. Screens each purchase request (including equipment orders) for proper authorization, appropriateness of funding source and fund availability before preparing purchase orders in the Gateway System. Uses the departmental FlexCard responsibly in placing purchase orders with vendors who only accept credit card. Coordinates with campus FlexCard administrators for high-value FlexCard purchases. Keeps track of the department FlexCard expenses and records, and provides campus FlexCard administrators with detailed information during monthly audit. Works closely with Financial Analyst to ensure all agency approvals are in place if required before orders are placed. Advises Geography personnel on proper University and agency guidelines within functional area. Recommends purchasing sources and provides estimated costs when asked. Ensures orders are placed in accordance to UC and funding agency policies. Assists department requesters in completing appropriate forms required by campus Procurement Services. Prepares shipping labels for products to be repaired, to be exchanged, or to be returned. Initiates and writes correspondence to campus Procurement Services and various vendors for inquiries or resolving problems. Responds to all inquiries regarding invoices, late payments, or problems with orders. Responsible for field coordination and equipment logistics for extramurally funded research projects. Acts as liaison between campus administrative offices and Geography personnel regarding purchasing matters. Maintains close communication with vendors and UCSB buyers to track and expedite all purchase orders. Prepares all cash reimbursements for purchases paid with personal funds by using campus Disbursement system. Prepares Deposit and Recording Advice forms and deposits checks at Cashier's Office as needed. Uploads invoices and completes "Cost Receipts" in Gateway in a timely manner for purchase orders placed through the system. Prepares payment manually for other type of reimbursement that is not covered by Disbursement system. Responsible for initiating copier service, repair and supplies, and generates, tracks, and reconciles copy codes. Participates in copier lease negotiations.
Travel and Entertainment Processing (20%) - Prepares all travel advances and reimbursements using relevant campus systems, like Concur. Maintains all travel files electronically. Assists and advises travelers with all travel arrangements and books travel directly, as needed. Coordinates with campus Risk Management personnel in preparing customs documentation and equipment transit insurance according to funding agency and University travel policies. Tracks shipments to ensure they meet up with field/cruise teams. Obtains and coordinates security clearances as needed. Ensures travel advances are reconciled and accounted for within two weeks after the completion of the trip. Prepares Entertainment payment or reimbursement for all departmental events. Serves as the liaison between UCSB Travel Accounting and the travelers to resolve issues.
Career Services (10%) - Provides resources to students regarding employment opportunities and career planning; maintains contacts with industry to promote employment/internships for majors. Creates and maintains a career resource website and assists the Student Programs Manager with career workshops covering topics such as writing a cover letter and resume and how to properly network with environmental professionals. Develops and maintains contacts with industry to promote employment/ internship opportunities for majors. Directs students to available campus resources in career services.
Alumni Relations/Outreach/Mail/Misc. (10%) - Tracks down alumni contact information, manages master list of alumni, and assists with alumni events, and activities. Assists in the development and implementation of student outreach programs. Assists with updating/maintaining the graduate student data on the website. Tracks all equipment, property tags, and annual equipment inventory. Works as a team member on special projects. Gathers data for various reports. Responsible for quarterly update of material posted throughout the first floor administrative hallway, including the glass cases. Responsible for weekly maintenance of lobby and commons. Oversees the department website, Facebook, Instagram, and other electronic presence for the Department Responsible for greeting walk-in traffic. Strives to accurately direct faculty, students, staff, and visitors within the Department. Disseminates mail and maintains all mailboxes. Serves on departmental committees. Facilities colloquium logistics, including creation and dissemination of flyers and other announcements,, speaker travel arrangements, and refreshments. Coordinates the departmental newsletter. Serves as the departmental photographer.
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:
UC Santa Barbara COVID-19 Information
University of California Policy on Vaccinations – With Interim Amendments
* 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 more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
Reasonable Accommodations
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Application Status
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