Clinics & Centers Coordinator

Position Number: 40074727

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 1/17/25

Application Review Begins: 2/4/25; open until filled

Department Code (Name): GSED (DEAN, SCHOOL OF EDUCATION)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $29.78/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $28.44 to $40.76/hr.

Work Location: Education Building - 4101

Working Days and Hours: M-F, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)
This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

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

Department Marketing Statement:
The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

Benefits of Belonging:
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:
Under the general supervision of the Manager for Finance & Administration, is responsible for assisting with the administration of several clinics, centers, and their associated programs within the Gevirtz Graduate School of Education (GGSE). In consultation with and under the guidance of the Directors of the clinics and centers, coordinates and administers a wide range of activities in support of day-to-day operations. Acts as first point of contact to inquiries; maintains records, databases, and mailing lists; and supports meeting scheduling and other event arrangements based upon Directors requests. Monitors accounts and processes financial transactions including purchases, travel, and other expense reimbursements and payment requests. Clinic support includes responding to client inquiries and requests for billing documentation, administration of the client billing and payment system, managing and updating the electronic health records system, and maintaining security, appearance, and functionality of facilities. May supervise student employees.

Required Qualifications:
* High school diploma or GED.
* Less than 1 year of experience working in an office setting/administrative work.
* Must be able to work with a variety of customers in a fast-paced environment with frequent interruptions.
* Must have good attention to detail.
* Must possess excellent verbal and written communication and organizational skills.
* Must be professional and service oriented.

Preferred Qualifications:
* Bachelor's Degree in related area or equivalent experience and/or training.
* Solid knowledge of UCSB financial processes, policies, and procedures and how to apply them.
* Solid knowledge of UCSB Systems: Gateway, Espresso module, Data Warehouse, and other relevant campus systems.

Special Conditions of Employment:
* UCSB is a Tobacco-Free environment.
* Mandated reporting requirements of Child Abuse
* Satisfactory conviction history background check.

Misconduct Disclosure Requirement:
As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:
50% Program / Clinic Administration - Often acts as the first point of contact for services or program inquiries. Responsible for providing a wide range of administrative support to Directors. Takes initiative in handling administrative office issues that need evaluation, improvement and/or problem resolution. Maintains confidentiality and compliance in all processes. Distributes mail and other correspondence or materials, answers telephones, and responds to voicemails and emails. Composes and disseminates memoranda using electronic documents. Maintains mailing lists, confidential records, and database via data entry of quarterly and annual reports of events. Assists with organizing and managing data collection. In consultation with the Directors, prepares timelines, calls for proposals, plans and supports committee and other group meetings. Responsible for maintaining an up-to-date desk manual for this position as a resource for others. Attends meetings at Directors' request and takes meeting minutes as necessary. Responsible for interviewing, selecting and training student assistants as needed by Directors. Supervises and delegates student job duties. Schedules meetings and student shifts based on program needs and approves timecards. Serves as the primary backup to the Hosford Clinic Coordinator for Clinic administration and support duties.

25% Financial Administration - Tracks clinic and center budgets, keeps Directors updated on budget amounts, and works to ensure all spending stays within allocated budgets. Responsible for ordering, purchasing, receiving and documenting goods and services. Prepares travel and other reimbursement forms, travel prior approval forms and makes travel arrangements while ensuring that expenditures comply with campus policies and GGSE procedures. Prepares forms for honoraria payments to Fellows, guest speakers and Teacher Leaders. Prepares invoices for services and processes payments. Processes invoices, recharges payments, and follows up as needed with GGSE staff and/or UCSB central office staff to troubleshoot errors or delays. Follows all relevant policies for use of funds. Provides Directors budgetary status of available funds, as needed.

25% Events/Communications - Working with the Directors, coordinates and plans (in-person and virtual) program workshops, conferences, meetings, presentations, seminars, webinars, and other events. Coordinates room reservations or venue rental contracts, catering arrangements, publicity, payments and other logistics while ensuring adherence to University and campus policies and GGSE procedures. Acts as a liaison between presenters and programs. Also responsible for assembling educational materials and collecting evaluation surveys. Advises the Directors on the status of on-going programs and meetings. Maintains several calendars for internal planning and other timelines and outward facing calendars for publicity purposes. Maintains documentation for future reference and for historical purposes. Supports communications and marketing for clinics, centers, and programs in consultation with the GGSE Communications Director. May be asked to coordinate communication on efforts between GGSE clinics, centers, and programs and various external, community, and other partner organizations and their representatives, or the public. Develops materials and updates clinic and center web pages and social media accounts as needed.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students 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:
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

https://www.hr.ucsb.edu/hr-units/talent-acquisition-training/recruitment

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