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Assistant Ombuds/Office Manager

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POST DATE 9/2/2016
END DATE 11/25/2016

University of California - Santa Barbara Santa Barbara, CA

Company
University of California - Santa Barbara
Job Classification
Full Time
Company Ref #
20160461
AJE Ref #
576077103
Location
Santa Barbara, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular
Education
Bachelors Degree

JOB DESCRIPTION

APPLY
Job Number
20160461

Number of Hires
Single Hire

Job Open Date
09-06-2016

Job Close Date

Primary Consideration Date for Open Until Filled
09-28-2016

Additional Comments:


Title Code
7235

Payroll Title Name
ANL 2

Working Title Name
Assistant Ombuds/Office Manager

Department Profile (Specific Information about department/program):
The Office of the Ombuds is a place where members of the UCSB community can go for assistance in resolving conflicts, disputes, or complaints on an informal basis. This office is independent, impartial, confidential and informal.

Department Code-Name
OMBD-Ombudsman Office

End Date/Contingencies for Grant Funding


FOC (Federal Occupation Code) Sub-Code
BD-Fiscal, Management and Staff Services

FOC (Federal Occupation Code)
B-Professionals (e.g., SAO, Analyst, Computer Network Technologist)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 22.29

Advertised Range Max (full time equivalent)
26.75

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$22.29 - $26.75/hr.

Percentage of full-time
100

Days
Monday - Friday

Hours
8:00am - 5:00pm

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 Assistant Ombuds/Office Manager serves as the initial, and sometimes sole, contact for students, staff and faculty seeking assistance from the Office of the Ombuds. Using independent judgment, maintaining a superior level of professionalism and initiative, adheres to the International Ombudsman Association (IOA) Standards of Practice of confidentiality, informality, impartiality and independence. Focusing on students, the Assistant Ombuds provides conflict resolution services on cases of moderate complexity.

Assesses callers' situations and needs, and either prepares the caller for in-office appointments with the appropriate staff person by helping them organize their thoughts, or, independently, provides sufficient guidance at the time of contact to make an in-office appointment unnecessary. Mitigates potential risk to visitors or others by assessing the level and imminence of potential threat of serious harm and taking appropriate action using own discretion.

Under the general direction of the Campus Ombuds, responsible for all administrative and business functions for this small unit, related to personnel and budget transactions.

Researches policies, procedures, and historical data as needed for cases. Provides analytical and programmatic input to help identify and analyze problem trends and organizational issues brought to the office, including maintenance of data bases and files.

Provides and supports conflict resolution and communications training and outreach to campus.

Minimum Requirements
Bachelor's Degree. Excellent communication, interpersonal, and analytical skills. Ability to keep absolute confidentiality and maintain neutrality. Ability to set priorities and meet deadlines while managing multiple tasks with frequent interruptions. Ability to interact effectively with a wide variety of people with diplomacy, empathy, and positivity. Sound judgment. Ability to take initiative, work independently, and handle stressful situations. Interest and ability to learn new systems and technology and be flexible. Strong organizational skills and attention to detail. Demonstrated proficiency in MSWord and Excel and capacity to create and manipulate financial and statistical data.

Desirable Requirements
Advanced degree in related area (counseling, dispute resolution, etc.). IOA and/or mediation courses/certification. UC experience, including personnel and financial systems. Marketing, design and/or presentation skills.

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


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)
99 - Non-Represented (PPSM)

ERC (Employee Relations Code)
E

Grade Type
PSS

Grade Type


Grade Type


Grade Type


Grade Type


Grade
2

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 Direction

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
FREQ.

Bend
FREQ.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
OCCAS.

Reach above shoulder level
FREQ.

Use keyboard/mouse
FREQ.

Hand Activities: Fine dexterity
FREQ.

Hand Activities: Hand twisting
OCCAS.

Hand Activities: Simple grasping
FREQ.

Hand Activities: Power grasping
N/A

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 (
OCCAS.

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
FREQ.

Write
FREQ.

Perform Calculations
FREQ.

Communicate Orally
FREQ.

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
N/A

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

Is exposed to dust
N/A

Is exposed to fumes
N/A

Is exposed to gases
N/A

Is exposed to radiation
N/A

Is exposed to microwave
FREQ.

Drives motorized equipment
N/A

Works in confined quarters
N/A

Other (please specify activity)


Frequency of Other Activity
N/A

JOB DUTIES

Total Percentage of Duties:100

5 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
25
Daily
Complaint Resolution and Referral
Provides impartial and confidential conflict resolution and referral services focusing primarily on undergraduate students in the UCSB community. Practices the International Ombuds Association