Administrative Coordinator

Position Number: 40136021

Payroll Title: BLANK AST 2 (004723)

Working Title: Administrative Coordinator

Job Code: 004723

Job Open Date: 6/16/25

Application Review Begins: 7/2/25; open until filled

Department Code (Name): ASTD (ASSOCIATED STUDENTS)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $26.23/hr. to $27.93/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 salary range for this position is $24.59/hr. to $34.85/hr.

Work Location: University Center - 2537

Working Days and Hours: M-F 8-5

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Not eligible for Remote or Hybrid

Special Instructions:

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

Department Marketing Statement:

The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community.

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:

The Administrative Coordinator provides integral administrative support to the Associated Students Human Resources & Payroll team and the broader Administration unit. This position plays a central role in student staff onboarding, ensuring all employment documentation is completed accurately and in compliance with university policies. As the point of contact for student employment questions, the coordinator maintains onboarding materials, tracks required training compliance, and participates in student staff supervisor meetings to support consistent employment practices across the department. In addition to HR-related duties, the Administrative Coordinator supports day-to-day operations of the Administration Office by coordinating clerical and logistical tasks such as scheduling meeting spaces, ordering supplies, and managing requisition intake and tracking. The role also supervises administrative student staff, provides front desk coverage, and delivers high-level customer service to internal and external stakeholders. The coordinator also serves as the Department Safety Representative, promoting workplace safety by identifying hazards, maintaining emergency supplies, and distributing preparedness resources in alignment with campus safety protocols. Working closely with the Assistant Director for HR and the HR & Payroll Analyst, this position also supports project-based assignments and contributes to the overall efficiency, compliance, and professionalism of Associated Students operations.

Required Qualifications:

• Associate's Degree or equivalent experience / training
• 1-3 years Experience in a centralized administrative office environment involving receptionist and documents production, distribution and filing.
• 1-3 years Experience working with an administrative/office environment.
• 1-3 years Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• 1-3 years Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Solid communication skills and interpersonal skills to communicate effectively with students and staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.
• Ability to deal with frequent interruptions maintaining accuracy.
• Proficiency in the use of spreadsheet and database software.

Preferred Qualifications:

• 1-3 years Experience as a A/P Clerk, assistant, or closely related role.

Special Conditions of Employment:

• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

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:

• 45% HR/Payroll Support - The Administrative Coordinator provides essential support to the Human Resources & Payroll team, with a primary focus on student staff onboarding and employment compliance. This position ensures all employment documentation is completed accurately, timely, and in full compliance with university policies and procedures. The coordinator serves as a key point of contact for student staff employment questions, updates and maintains onboarding manuals and guides, and ensures all student employees complete required campus trainings in a timely manner. The Administrative Coordinator participates in student staff supervisor meetings and contributes to discussions around student employment practices, communication, and process improvements. The role also includes managing the secure filing, storage, and disposal of confidential employment records in accordance with campus records management guidelines. Additionally, the position supports the Assistant Director for Human Resources and the HR & Payroll Analyst on various operational and project-based tasks, contributing to the overall efficiency and effectiveness of the HR unit.

• 45% General Office Support & Student Staff Supervisor - Provides administrative support to the Administration Managers and performs operational duties of moderate complexity. Responsibilities include scheduling meeting spaces, ordering office supplies via the Gateway system, maintaining accurate procurement records (both electronic and physical), managing general correspondence, and fulfilling other clerical needs as required. Oversees the recruitment, hiring, training, and supervision of administrative student staff. Serves as the first point of contact for walk-in guests, phone inquiries, and email communications. Delivers a high level of customer service by responding to general questions, providing guidance on departmental procedures, and troubleshooting basic administrative and service-related issues. Responsible for the intake and data entry of all incoming requisitions, maintaining up-to-date tracking logs, and assisting campus partners and staff with requisition-related inquiries. As needed, posts departmental budgets for Associated Students departments, enterprises, boards and committees, and student organizations using the computerized fund accounting system. Provides front desk coverage in the Administration Office during student staff absences, ensuring continuity of operations and a professional, welcoming environment for all visitors. Supports general office functions including mail distribution, issuing keys, and coordinating appointments or meetings as directed.

• 10% Department Safety Representative - Identifies and recommends corrective actions for potential safety hazards within Associated Students workspaces. Assists departments with implementing safety improvements and ensures compliance with university safety protocols. Maintains emergency supplies for the department and distributes emergency preparedness materials, including training resources, reporting forms, and relevant university policies and guidelines, to all Associated Students units. Performs other duties as assigned by the supervisor.

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 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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.

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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

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