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Visitor Services Assistant

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POST DATE 9/14/2016
END DATE 10/11/2016

University of California - Santa Barbara Santa Barbara, CA

Company
University of California - Santa Barbara
Job Classification
Full Time
Company Ref #
20160483
AJE Ref #
576171513
Location
Santa Barbara, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular

JOB DESCRIPTION

APPLY
Job Number
20160483

Number of Hires
Single Hire

Job Open Date
09-23-2016

Job Close Date
10-09-2016

Primary Consideration Date for Open Until Filled


Additional Comments:


Title Code
4723

Payroll Title Name
BLANK AST 2

Working Title Name
Visitor Services Assistant

Department Profile (Specific Information about department/program):
The Kavli Institute for Theoretical Physics is internationally
renowned among the world's scientists, particularly
physicists.The KITP's mission is to serve as a users facility, and
for over thirty years, the institute has been hosting the
world's most prominent physicists at programs and conferences designed to provoke interactions leading to insights into the most intellectually provocative scientific questions of the day.

Department Code-Name
ITPH-Institute Of Theor Physics

End Date/Contingencies for Grant Funding
This is a grant funded position with funding until 10/31/17, with expected renewal effective 11/1/17. The KITP has been continually funded since 1979.

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 17.83

Advertised Range Max (full time equivalent)
19.83

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$17.83 - $19.83/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) Visitor Services Assistant
The Visitor Services Assistant is a varied administrative position requiring the ability to interact effectively with KITP visitors, campus administrators and the general public. The position serves primarily to support a large and continually changing number of long- and short-term scientific visitors (approximately 1,000 per year). Duties include, but are not limited to, readying offices for incoming visitors, preparing arrival packets, managing key distribution, maintaining bulletin boards, updating the web, upkeep of the guest kitchen area, answering the main phone line and providing customer service, upkeep of office machines, financial assistance, managing office supplies and ordering, preparing correspondence, running reports, and managing a variety of department wide calendars.

Minimum Requirements
Possess a high level of independence, initiative, and technical skill, as well as a high level of computer literacy, including web maintenance skills. Outstanding verbal and written communication skills, the ability to prioritize and act upon diverse work assignments. Ability to complete work assignments in an environment of frequent interruptions and distractions. Must possess outstanding customer service skills.

Desirable Requirements
Some college and/or experience in an academic environment is desirable.

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
This is a grant funded position with funding until 10/31/17, with expected renewal effective 11/1/17. The KITP has been continually funded since 1979. Occasional night and/or weekend hours during event periods. May be asked to drive van during conference periods.

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
FREQ.

Bend
FREQ.

Crouch/Squat
OCCAS.

Kneel/Crawl
N/A

Climb
FREQ.

Reach above shoulder level
FREQ.

Use keyboard/mouse
FREQ.

Hand Activities: Fine dexterity
OCCAS.

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 (
FREQ.

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)
OCCAS.

MENTAL REQUIREMENTS


Read/Comprehend
FREQ.

Write
FREQ.

Perform Calculations
OCCAS.

Communicate Orally
CONTIN.

Reason and Analyze
FREQ.

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
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
OCCAS.

Works in confined quarters
CONTIN.

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
60
Daily
Visitor Support
The Visitor Services Assistant (VSA) is the primary source of office support for all scientific visitors to the KITP. The duties are varied and need to be completed in a timely manner so that everything is ready for each week's arrivals. This requires the VSA to be able to schedule and prioritize a variety of tasks so that all are performed consistently and well.

The VSA is responsible for all preparations for each week's new arrivals and the corresponding departures. This includes: running the space report to assure that each visitor has an office assignment; preparing all of the arrival packets with the appropriate items (keys, access cards, etc.); assigning