Position Information

Payroll Title: Blank Assistant 3

UC Job Code: 4722

Job Open Date: 3/03/2023

Application Review Begins: 3/20/2023; open until filled

Department Code (Name): ESMS – Bren School of Environmental Science & Management

Percentage of Time: 100%

Union Code: CX (Clerical)

Working Days/Hours: Monday - Friday; 8.00AM – 5.00PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations)

Special Instructions

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

Department Marketing Statement

The mission of the UCSB Bren School is to solve environmental problems. We develop interdisciplinary solutions to environmental problems, train environmental leaders, and work for a sustainable future. https://bren.ucsb.edu/about

Benefits of Belonging

Brief Summary of Job Duties

Required Qualifications

• Bachelor’s degree or equivalent education and/or work experience in a higher education setting.
• Experience as an assistant to high level executives or academics.
• Excellent computer skills, including experience with databases, spreadsheets, word processing.
• Demonstrated ability to independently prioritize, edit and proofread materials, organize and multi-task with frequent interruptions and meet critical deadlines with a high degree of professionalism.
• Possess excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail with a high degree of accuracy.
• Excellent verbal and outstanding written communications skills with the ability to write and edit memos and letters.
• Ability to maintain integrity and sensitivity in confidential matters.
• Willingness to work collaboratively in a team environment.
• Ability to interact effectively with faculty, staff, students, and visitors on a variety of issues.
• Ability to communicate department guidelines and UC policy and procedures effectively.

Preferred Qualifications

• Familiarity with Zendesk, Adobe, GUS financial system, TEV system, Airtable.
• Knowledge of UC policies and procedures.
• Experience working in an academic department.
• Experience and expertise in making arrangements and processing travel and entertainment reimbursements.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Support for Deans and Visitors - 40%

Provides direct analytical and administrative, and often confidential, support for the deans of the Bren School on a myriad of School issues, projects, and initiatives, which require analytical and organizational skills. Adheres to strict policy of confidentiality. Draws upon a thorough understanding of University policies and procedures, and an overall knowledge of the inner workings and dynamics of the School in order to take appropriate actions and understand the implications of the actions. Maintains current knowledge of issues and activities of the deans related to both the University and external matters. Works on a variety of projects and assignments throughout the year for the deans often requiring the collection, analysis, and evaluation of diverse sources of data and information, and report preparation; these activities typically require independent planning and action, and once initiated, may involve little supervision of input prior to the time of final review. Works on multiple projects simultaneously, meeting deadlines while maintaining a high degree of accuracy. Sets priorities, coordinating deadlines for projects and information responses. Researches background material related to a variety of complex issues, analyzes content, advises the deans of impact of information on actions or potential actions. At the preference of the deans, screens phones calls, emails, written inquiries and visitors, referring them to other faculty or staff members as appropriate or handling them directly exercising judgment relative to priority, and diplomacy and discretion. Coordinates deans' workflow prioritizing duties, monitoring deadlines, and prompting necessary actions to fulfill responsibilities. Takes action on items that do not require direct attention by the Deans. Arranges complex travel and entertainment. Prepares travel and entertainment approvals and expense vouchers and has a thorough understanding of relevant policies. Maintains and prioritizes complex calendars and arranges meetings, conferences and appointments which require coordination of multiple schedules and facilities. Reviews and prepares correspondence, reports, and responses and their timely receipts and distribution. Analyzes and organizes data and updates databases. Maintains accurate confidential and non-confidential filing systems. Assists in identifying areas of administration that need improved system efficiencies and helps create and implement changes and solutions. Assists visitors to the Bren School. Provides written and verbal communication prior to, during, and after the visit to ensure the visitors' needs are met and that they have a positive experience at and impression of the Bren School. Arranges office, door tag, computer account if necessary, phone, and all other needs. Provides tours to new visitors and gives them a brief orientation to the Bren School. Enters and maintains contact information in the contact database and on the web. Assists with travel arrangements as necessary. Introduces visitors to the deans and other senior administrators

Visitor Space Coordination - 25%

Analyzes space allocation in Bren Hall on a quarterly basis and develops plan for accommodation of visiting lecturers, instructors and researchers within limits of Bren Hall office and lab space. Communicates with faculty and staff as necessary to identify office and workstation openings and updates the space plan accordingly. Presents quarterly space allocation plan to the deans, Business Officer, and Building & Space Committee. Posts approved quarterly space plan to the Bren School website. Analyzes space needs into the future and presents plan to accommodate future needs to the deans, Business Officer, and Building & Space Committee.

Special Project Support - 20%

Collects and prepares information for dean's reports to the Executive Vice Chancellor, Academic Senate committees, Budget and Planning, and Bren School faculty committees. Reports focus on space allocation needs within Bren Hall and projections of future needs and range from Excel spreadsheets to PowerPoint presentations. Annual reports include the Internal Space Audit for the Bren School (Budget & Planning), Committee on Capital and Space Planning (Academic Senate), and Capital Planning Committee (Academic Senate) space plans and needs section. Assists with presentation of other reports on behalf of the deans.

Information Representative - 10%

Serves as one of first respondents for general inquiries regarding the Bren School and its operations and procedures. Provides information to faculty, students, staff and the general public regarding the Bren School. Directs calls requesting information within specific areas to the appropriate unit. Provides general information to potential applicants regarding the Master of Environmental Science and Management (MESM) and PhD programs, referencing information on the Bren website and forwarding questions on specific cases to the student services or another relevant unit.

Other Duties - 5%

Plays an important role in coordinating the School's PRP review (every 5-10 years); assists with collection and compilation of data, statistical analyses and report generation. Provides back-up support as needed for other units of the Bren School. Responsible for ensuring that the Dean's Suite is well maintained and provides an environment appropriate for welcoming visitors.

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  UC Santa Barbara COVID-19 Information

• University of California Policy on Vaccinations – With Interim Amendments

• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

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  Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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.

Reasonable Accommodations

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