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Administrative Assistant to the Associate Dean

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POST DATE 9/15/2016
END DATE 10/25/2016

University of California - Santa Barbara Santa Barbara, CA

Company
University of California - Santa Barbara
Job Classification
Full Time
Company Ref #
20160471
AJE Ref #
576185128
Location
Santa Barbara, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular
Education
Bachelors Degree

JOB DESCRIPTION

APPLY
Job Number
20160471

Number of Hires
Single Hire

Job Open Date
09-13-2016

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled
09-27-2016

Additional Comments:


Title Code
4722

Payroll Title Name
BLANK AST 3

Working Title Name
Administrative Assistant to the Associate Dean

Department Profile (Specific Information about department/program):
The College houses six academic departments (Chemical Engineering, Computer Science, Electrical & Computer Engineering, Materials, Mechanical Engineering and Technology Management Program) and offers the bachelor of science degree in five disciplines: chemical engineering, computer engineering, computer science, electrical engineering, and mechanical engineering. The College has a student enrollment of approximately 1,300 undergraduate students, and a full-time, permanent faculty of 144. Among our tenured faculty are 17 members of the National Academy of Engineering and two Nobel laureates.

Department Code-Name
ENGR-Dean College Of Engineering

End Date/Contingencies for Grant Funding


FOC (Federal Occupation Code) Sub-Code
DA-Clerical/Administrative

FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 20.59

Advertised Range Max (full time equivalent)
21.57

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$20.59 - $21.57/hr.

Percentage of full-time
100%

Days
M-F, with some weekends

Hours
8am-5pm with occasional extended hours for special events

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*
No

Summary of Job Duties
(Note: This summary will be used for keyword search)

Summary of Job Duties
(Note: This summary will be used for keyword search) The Administrative Assistant to the Associate Dean provides administrative and analytical support to the Associate Dean for Undergraduate Studies in the College of Engineering, including correspondence and reports, maintaining electronic calendar, arranging travel, and scheduling meetings on his behalf. Provides administrative support for the Office, including travel, entertainment, and other documents needed for reimbursements. Coordinates mailings to current and admitted students.

Serves as the event coordinator for student related event Discover Engineering. Provides staff support for College's special events, including recruitment events, commencement ceremonies, open houses, and senior awards events.

Serves as the initial contact for the College's Office of Undergraduate Studies. Utilizing advanced customer service and professional skills, provides general academic advising, as well as, receptionist services including answering phones and greeting students, faculty, and other visitors who contact the Office via telephone or in person.

Minimum Requirements
Demonstrated administrative work experience, with strong organizational skills and attention to detail and accuracy. Able to work independently, anticipate needs, act with sound judgment and strict confidentiality in all aspects of work.

Ability to prioritize and coordinate multiple tasks with frequent interruptions while meeting strict deadlines.

Excellent grammar, composition and proofreading skills and exceptional verbal and interpersonal skills.

Excellent computer skills including proficiency in Word, Excel, PowerPoint, FileMaker, Internet, and e-mail software programs, and demonstrated ability to quickly learn new programs.

Desirable Requirements
Bachelor's degree or equivalent combination of education and previous work experience.

Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment
Occasional extended hours for special events.

Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents
Resume
Cover Letter

JOB DESCRIPTION

FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Non-exempt

CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)
E

Grade Type
Other

Grade Type


Grade Type


Grade Type


Grade Type


Grade
None

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

PHYSICAL REQUIREMENTS

Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist

Stand
FREQ.

Walk
FREQ.

Sit
CONTIN.

Bend
FREQ.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
OCCAS.

Reach above shoulder level
FREQ.

Use keyboard/mouse
CONTIN.

Hand Activities: Fine dexterity
FREQ.

Hand Activities: Hand twisting
FREQ.

Hand Activities: Simple grasping
FREQ.

Hand Activities: Power grasping
FREQ.

Other (please specify activity)


Frequency of Other Activity
No Response

Lifting Activities: Light lifting (
OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)
OCCAS.

Lifting Activities: Heavy lifting ( 50 lbs)
N/A

Push/Pull Activities: Light pushing/pulling (
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
CONTIN.

Perform Calculations
CONTIN.

Communicate Orally
CONTIN.

Reason and Analyze
CONTIN.

Other (please specify activity)


Frequency of Other Activity
No Response

ENVIRONMENTAL REQUIREMENTS


Is exposed to excessive noise
N/A

Is around moving machinery
N/A

Is exposed to marked changes in temperature and/or humidity
N/A

Is exposed to dust
OCCAS.

Is exposed to fumes
N/A

Is exposed to gases
N/A

Is exposed to radiation
N/A

Is exposed to microwave
N/A

Drives motorized equipment
N/A

Works in confined quarters
N/A

Other (please specify activity)


Frequency of Other Activity
No Response

JOB DUTIES

Total Percentage of Duties:100

3 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
50
Daily
Administrative Assistant to Associate Dean
Utilizing advanced customer service, professional skills, and computer resources, provides administrative and analytical assistance to the Associate Dean for Undergraduate Studies. Analyzes and filters all types of communication received in the office and is conversant and knowledgeable on issues and activities of