11 Oct

Administrative Officer Jobs Vacancy in University California Santa Barbara Santa Barbara

Position
Administrative Officer
Company
University California Santa Barbara
Location
Santa Barbara CA
Opening
11 Oct, 2018 30+ days ago

University California Santa Barbara Santa Barbara urgently required following position for Administrative Officer. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Officer Jobs Vacancy in University California Santa Barbara Santa Barbara Jobs Details:

Reporting directly to the Director of EH&S, is responsible to oversee and ensure the daily administrative operations run smoothly for the Office of Environmental Health & Safety (EH&S). Provides analytical, administrative, and organizational support to the department and the Director on a wide range of administrative matters. Provides administrative support for budgetary and fiscal reporting as well as coordination and analytical support for special projects. Interacts with a wide variety of campus departments, the UC Office of the President, governmental and commercial entities. Applies skills in the areas of tact, diplomacy, political acumen, conflict resolution and communications. Exercises and uses knowledge of computers, software, and software implementation to large groups of people.

Minimum Requirements

Bachelor's degree and/or equivalent combination of education and experience. Five years administrative experience. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Strong interpersonal skills. Demonstrated customer service skills. Strong written and verbal communication skills. Demonstrated experience with computer systems, database management, and reporting. Team player, with the ability to also be effective independently.

Desirable Requirements

University, or public sector, administrative experience. Knowledge of UCSB policies and procedures.

Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines

Satisfactory completion of a fingerprint background check
Maintain a valid CA driver's license

Other Special Conditions of Employment

Other Recruitment Notes

Optional Applicant Documents

Resume
Cover Letter
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents

Job Description

FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees

Non-exempt

CBU (Collective Bargaining Unit)

99 - Non-Represented (PPSM)

ERC (Employee Relations Code)

E

Grade Type

PSS

Grade Type

General Administration

Grade Type

Administrative Operations

Grade Type

Intermediate

Grade Type

P2

Grade

19

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

Type of Supervision Received
A little help? Go to Degree of Supervision

General supervision

Knowledge, Skills and Abilities

Physical Requirements
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist

Stand

OCCAS.

Walk

OCCAS.

Sit

FREQ.

Bend

OCCAS.

Crouch/Squat

OCCAS.

Kneel/Crawl

OCCAS.

Climb

OCCAS.

Reach above shoulder level

OCCAS.

Use keyboard/mouse

FREQ.

Hand Activities: Fine dexterity

FREQ.

Hand Activities: Hand twisting

OCCAS.

Hand Activities: Simple grasping

FREQ.

Hand Activities: Power grasping

OCCAS.

Other (please specify activity)

Frequency of Other Activity

No Response

Lifting Activities: Light lifting (< 20 lbs)

FREQ.

Lifting Activities: Moderate lifting (20-50 lbs)

OCCAS.

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

FREQ.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

OCCAS.

Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)

N/A

Mental Requirements

Read/Comprehend

CONTIN.

Write

FREQ.

Perform Calculations

FREQ.

Communicate Orally

CONTIN.

Reason and Analyze

CONTIN.

Other (please specify activity)

Frequency of Other Activity

No Response

Environmental Requirements

Is exposed to excessive noise

OCCAS.

Is around moving machinery

OCCAS.

Is exposed to marked changes in temperature and/or humidity

OCCAS.

Is exposed to dust

OCCAS.

Is exposed to fumes

OCCAS.

Is exposed to gases

OCCAS.

Is exposed to radiation

OCCAS.

Is exposed to microwave

OCCAS.

Drives motorized equipment

OCCAS.

Works in confined quarters

OCCAS.

Other (please specify activity)

Frequency of Other Activity

No Response

Job Duties

Total Percentage of Duties: 100

6
Records

Order of
Imp

Essen
Duty

%

Freq.

Function

Duties

1

Yes

50

Daily

Administrative Office Management

Coordinates administrative and business operations for the EH&S Director and the Program Managers, including:

  • Evaluates and measures effectiveness of the administrative and business processes and makes recommendations for the development and revision of standard operating procedures and guidelines.
  • Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses
  • Assesses the effect of change in policies and procedures on departmental operations and makes recommendations to the Director.
  • Develops and implements procedures for supply inventory to keep supplies stocked and equipment in good working condition.
  • Responsible for supporting equipment/supply purchases.
  • Evaluates departmental technology needs and makes recommends for solutions to EH&S Director.
  • Responsible for office security and maintaining key and record inventory.
  • Responsible for the coordination and analytical/administrative support for the EH&S Annual Strategic Plan and Annual Performance Reports. Performs research, analysis and data gathering on behalf of the Director.
  • Establishes and manages timelines for individual and departmental projects and work assignments.
  • Manages EH&S communication plan/strategy, Assessment/Audit Programs (to include UCOP, Peer Reviews and third-party assessments), and Corrective action Plans.
  • Coordinates the upkeep and distribution of EH&S Policies, EH&S Procedures, EH&S Manuals, EH&S scorecards and other EH&S campus communication tools.
  • Coordinates the development and release of various EH&S Scorecards, works with EH&S staff to establish report distribution schedules and facilities the communication and release of various periodic performance reports/scorecards.
  • Serves as the department liaison for projects, requests and assignments related to DFSS Business and Fiscal Planning.
  • Supports staff in the coordination of EH&S administrative and budget processes as directed.
  • Works with staff to produce various monthly, quarterly and fiscal EH&S reports.
  • Serves as the EH&S coordinator for master audit schedules, corrective action/open item tracking, and EH&S inspections process quality control efforts.
2

Yes

25

Daily

Admin Support to the Director & Management Team

Functions as the gatekeeper, understanding the requirements of the Director, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. Handles the details of a variety of matters on behalf of the Director and HR unit managers involving matters of significance.

In a highly confidential environment, provides analytical and administrative support to the Director. Prepares confidential materials and reports for the Director, senior staff, system-wide and other officials. Investigates issues and problems and prepares responses on behalf of the Director. Responds to inquiries on behalf of the Director regarding organization operations, policies and procedures.

Supports the Director by managing the scheduling and coordination of assigned EH&S special projects, tasks and activities. In support of special projects, gathers and assembles analytical and factual data, and prepares reports and summary analyses for review by the Director. These assignments may be sensitive or complex in nature, and may require independence and initiative to develop and implement. Assists the Director with tracking project status and pending action items for initiatives and assignments, including delegated actions.

Serves as a key staff member at meetings and coordinates department meetings on behalf of the Director. Creates and maintains office filing system for director's correspondence and reports.

Provides administrative support during Emergency Operations Center (EOC) exercises and activations. Assists with campus EOC exercises and provides general administrative support.

3

Yes

10

Daily

Information Technology

Provides administrative and some technical support related to EH&S computer systems and databases, to include UC INSPECT, UC Ready, UC First Report of Incident, UC Procedures, WEBTMA, Laboratory Hazard Assessment Tool/Hazard Assessment Tool, SharePoint, Radiation Safety Database, and the Hazardous Waste Management Data base. Serve as primary liaison and project manager to ARIT/ETS for IT system rollout, updates and major projects/initiatives which impact EH&S operations. May train others on how to use departmental computer systems and how to run reports, etc.

Working with ARIT support staff, coordinates the maintenance and upkeep of the EH&S Webpage and supporting documentation.

Serves as EH&S representative for the Campus Learning Management System and coordinates work activity of the EH&S embedded ARIT LMS analyst.

Serves as department liaison related to ARIT, ETS and DFSS projects, requests and ongoing collaboration that affects EH&S systems and databases.

4

Yes

5

Daily

Personnel Management

Assists EH&S managers in the coordination of the hiring and orientation of new employees with respect to departmental and University policies and procedures. Under the direction of DFSS Business and Fiscal Planning staff, coordinates the EH&S specific onboarding process, to include training and Injury and Illness Prevention Plan requirements for EH&S staff.

Under the general direction of the DFSS Business and Fiscal Planning HR Manager supports requests from DFSS and Campus Human Resources team related to staffing, training and other Human Resources related activities.

5

Yes

5

Daily

Physical Facilities and Special Assignments

Coordinates building maintenance services activities. Serves as primary liaison with Facilities Management.

Provides space utilization analysis for the Director and advice regarding short and long-range space requirements.

Performs special assignments from the Director and other campus administrators.

6

No

5

Daily

Other

Performs other duties as assigned.


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