Program Assistant

University of California, Santa Barbara - Santa Barbara, CA4.5

Contract$23 - $25 an hour
Skills
The Program Assistant reports directly to the Executive Director of the Office of Education Partnerships. Provides primary clerical, administrative and financial support critical to the successful operation of a multifaceted office. These duties include oral and written communications, maintenance of complex calendars, travel arrangements and preparation of materials for meetings. Works to organize and facilitate all aspects of the supervisory and collegial duties of the leadership and management team of the Office of Education Partnerships. The Program Assistant functions at all times in a professional capacity as a representative of the Office of Education Partnerships and the University in all interactions with key university administrators, including those at the UC campuses and the Office of President, faculty, staff, students, partner institutions, community leaders, donors, prospects, volunteers, and vendors.

Minimum Requirements

Must be highly organized, professional, and possess strong interpersonal and writing skills. Ability to prioritize work and analyze and solve problems with frequent interruptions is essential. Must be able to use independent judgment and initiative.

Desirable Requirements

Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines

Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employee Pull-Notice Program
Satisfactory completion of a fingerprint background check
Maintain a valid CA driver's license

Other Special Conditions of Employment

Other Recruitment Notes

Optional Applicant Documents

Other Document (1)

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

Knowledge, Skills and Abilities

Physical Requirements
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist

Stand

FREQ.

Walk

OCCAS.

Sit

FREQ.

Bend

OCCAS.

Crouch/Squat

FREQ.

Kneel/Crawl

OCCAS.

Climb

N/A

Reach above shoulder level

OCCAS.

Use keyboard/mouse

FREQ.

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 (< 20 lbs)

OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)

N/A

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

N/A

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

FREQ.

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

N/A

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

6
Records

Order of
Imp

Essen
Duty

%

Freq.

Function

Duties

1

Yes

30

Daily

Administration Support and Communication

The Program Assistant will undertake responsibility for supporting internal and external communications for the Office of Education Partnerships These responsibilities include:

Serves as the first point of contact in the Office of Education Partnerships for faculty, students, and visitors at the reception desk and on the telephone.

Serves as staff support to various campus-wide outreach committees, including the Chancellor's Outreach Advisory Board (COAB) and the Faculty Outreach Grant (FOG) Selection Committee. Provides information to committee members and arranges meetings and conferences. Prepares a written record of agendas, minutes and all COAB decisions and actions.

Communicates in-person and by phone and e-mail with campus administrators, faculty, staff, students, community members, public officials and representatives of other institutions and the general public with a high degree of professionalism and courtesy on a daily basis. Provides general information to other campus departments and institutions, administration, faculty, staff and students and the public. Directs calls or inquiries to appropriate staff member or campus entity. Communicates with donors, prospects, volunteers, trustees, key university administrators, faculty, staff and community leaders in person, by phone and by e-mail. Responds to phone requests as directed and, when appropriate, independently, to relay sensitive and oftentimes confidential information. Represents the Office of Education Partnerships and the University to prospective donors, top administrators, faculty, trustees and others.

Works collaboratively with MESA Program staff, and provides back-up clerical and administrative support for the MESA Office Manager (AAIII) when needed.

Complies with all applicable UCSB campus and administrative policies and procedures.

2

Yes

30

Daily

Organizational Support

Under the direction of the Executive Director, the Program Assistant will provide essential organizational support and coordination for the Office of Education Partnerships (OEP). These duties include:

Maintains calendar for Executive Director and OEP in electronic and hardcopy formats. Schedules appointments and arranges and coordinates meetings with prospective donors, volunteers, university officials, faculty, and administrators, staff, and students.

Makes travel, entertainment, and meeting arrangements for the Executive Director, Evaluation Director, program coordinators, and Grant Writer, including arranging hotel accommodations and parking arrangements for staff and guests as needed. Completes and processes all University forms such as travel and entertainment payment requests, advances, and purchase orders for Executive Director, program coordinators, grant writer, and evaluation staff.

Coordinates all receptions and special events held on and off-campus, including securing venues, publicity, ordering food/refreshments, preparing invitations, and any required follow-up activity in coordination with events planning staff. Occasionally assists in hosting receptions or donor events.

Produces, proofreads and prepares all correspondence (letters, memoranda, reports, proposals, etc.) in both draft and final form.

Use MS Word, PowerPoint and Excel to create, produce, share, transfer, organize, store and retrieve reports and documents (includes utilizing spreadsheets, powerpoint presentations and electronic mail).

Maintain filing system for Executive Director.

3

Yes

20

Daily

Development/Contracts and Grants Support

Assists the Executive Director, Grant Writer, and Evaluation Director in assembling, drafting, updating, and maintaining complex information, background, and briefings on donors, prospective donors, and foundations. Includes close coordination with the Office of Development's Research and Prospect Management Units, Advancement Services Units including Gifts Processing, the Development Office for the Division of Student Affairs, ISBER, Office or Research, and the UCSB Foundation. Supports Grant Writer in assembling grant proposals including providing budget information and providing support and consultation for compliance with campus contracts and grants policies. Creates and maintains donor and other files needed by the Director. Analyzes data contained in these files to provide reports, letters, and memos to assist the Executive Director in all aspects of fundraising and administrative duties.

4

Yes

10

Monthly

Budget

Provides budget support to the Executive Director, including oversight of program budget monitoring of expenses, and tracking programmatic and office supply needs on an ongoing basis. Provides support to Executive Director and other key personnel for fiscal closing tasks.

5

Yes

5

Yearly

Personnel

Assists the Executive Director and Office of Education Partnerships staff in recruitment and hiring of new staff, as needed. Includes drafting and processing job descriptions in conjunction with the Human Resources department, and making travel arrangements and scheduling on-campus appointments for applicants. Must be able to communicate in a professional manner with applicants and campus staff.

6

Yes

5

Daily

Other

Other administrative duties, as assigned.