Administrative Manager

University of California, Santa Barbara - Santa Barbara, CA

Contract
Under the general direction of the Executive Administrative Manager (Admin Officer 3), the Administrative Manager provides administrative and analytical support for Residential Dining Services. Serves as the Payroll Administrator and subject matter expert regarding payroll/personnel and timekeeping for Residential Dining Services. Utilizes a solid understanding of payroll/personnel and time reporting systems, UC Policies and Procedures, and collective bargaining agreements. Researches and resolves a wide range of complex payroll issues. Oversees the hiring for all Residential Dining student, career, and limited employees. Provides support to the Office Managers and Assistant Office Managers in each of the four dining units.

Residential Dining Services serves 2.7 million meals per year to student residents, summer conferees, and the campus community of non-resident students, faculty, and staff. Under the general direction of the Executive Administrative Manager, the Administrative Manager coordinates the administrative operations for four dining units, Summer Conference Dining & Catering, Central Dining, and the Executive Chef; ensures policy compliance, makes referrals on employee relations issues, and oversees various projects requiring independent research and analysis. Excellent communication and writing skills are required, as well as demonstrated decision-making skills and the ability to successfully work through challenging employee issues and potentially volatile situations.

Minimum Requirements

Bachelor's degree or equivalent combination of education and experience.

Demonstrated comprehensive knowledge of UC Policies and Procedures and at least 3 years' experience using UC systems.

High level of competency in written and verbal communication.

Demonstrated proven ability to maintain strict confidentiality of privileged information; excellent interpersonal skills to interact and collaborate with personnel at all levels.

Must be a strong team player and able to collaborate on analysis of best practices across the organization. Able to independently follow through and implement best practices, including onboarding others to new policies and procedures.

Working knowledge of Word/Excel/Publisher/PowerPoint.

Desirable Requirements

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

Satisfactory criminal history background check

Other Special Conditions of Employment

Maintain valid CA Driver's driver's license

Other Recruitment Notes

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

General Administration

Grade Type

Administrative Operations

Grade Type

Intermediate

Grade Type

P2

Grade

19

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

40028645

Type of Supervision Received
A little help? Go to Degree of Supervision

General direction

Knowledge, Skills and Abilities

Bachelor's degree or equivalent combination of education and experience.

Demonstrated comprehensive knowledge of UC Policies and Procedures and at least 3 years' experience using UC systems.

High level of competency in written and verbal communication.

Demonstrated proven ability to maintain strict confidentiality of privileged information; excellent interpersonal skills to interact and collaborate with personnel at all levels.

Must be a strong team player and able to collaborate on analysis of best practices across the organization. Able to independently follow through and implement best practices, including onboarding others to new policies and procedures.

Working knowledge of Word/Excel/Publisher/PowerPoint.

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

FREQ.

Sit

FREQ.

Bend

OCCAS.

Crouch/Squat

OCCAS.

Kneel/Crawl

OCCAS.

Climb

OCCAS.

Reach above shoulder level

OCCAS.

Use keyboard/mouse

FREQ.

Hand Activities: Fine dexterity

OCCAS.

Hand Activities: Hand twisting

OCCAS.

Hand Activities: Simple grasping

OCCAS.

Hand Activities: Power grasping

N/A

Other (please specify activity)

Frequency of Other Activity

No Response

Lifting Activities: Light lifting (< 20 lbs)

OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)

OCCAS.

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)

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

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

OCCAS.

Works in confined quarters

N/A

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

45

Daily

Administrative Management

Serves as a critical information resource possessing extensive knowledge of the full range of Dining Services, Housing Services and other related services offered on campus and by the University. Provides administrative leadership and scheduling for Dining Services' role in a variety of campus occurrences, including Move-In Weekend, Summer Conferences, annual Dining Services orientation presentations with Residential Life staff, special events and training, dining closure periods and meal hour changes, etc.

Provides leadership to the Office Managers in the four Dining Commons. Conducts regular meetings with Office Managers to coordinate administrative projects, address and resolve issues, and ensure compliance with departmental and UC policies and procedures.

Regularly represents Residential Dining to a variety of campus and third party constituents, serving on campus project committees, collaborating with all administrative units in HDAE, and handling issues and concerns forwarded to Executive Administrative Manager of Campus Dining and the Director for Residential Dining Services. Resolves issues when possible and escalates to the Director or other managers when necessary.

Coordinates the hiring process and training for new administrative support and management staff.

Responsible for updating content on the Residential Dining section of the HDAE website. Responds to web inquiries. Shares responsibility with Residential Dining's Business Manager for administration of the intranet sites and document storage site (Sharepoint)-works with administrative staff to integrate Sharepoint into department's daily business procedures. Security administrator for Residential Dining, assigning levels of access to departmental folders. Attends strategy meetings with ARIT for department-wide intranet representatives.

Provides administrative leadership to office of Summer Conference Dining and Catering.

Oversees the UCOP Shoe program to include: issuing procedures/policies for staff shoe purchases, communicating with UC designated shoe vendor on any shoe-related issues and exceptions to current policy, and updating approved shoe styles.

Coordinates travel and entertainment planning for Residential Dining Services, and advises regarding travel and entertainment procedures and policy. Reports travel data and fiscal impact. Reviews reports, studies and policy changes, and provides analysis and proposals for compliance as needed.

2

Yes

40

Daily

Human Resources Management

Uses a high degree of integrity and communication skills, to gather information, resolve conflicts and exercise good decision-making skills, and is entrusted with confidential information.

Serves as the Payroll Administrator and subject matter expert regarding payroll/personnel and timekeeping for Residential Dining Services. Using UCPath, Kronos, and other campus systems, analyzes and reviews payroll actions for bi-weekly and monthly paid employees. Researches and resolves a wide range of complex payroll issues. Maintains knowledge of multiple Collective Bargaining agreements, as well as State, Federal, and UC policies in order to provide accurate information and ensure compliance in the areas of recruitment, visas, payroll, overtime, and vacation/sick leave accrual and use. Ensures new employee orientation and enrollment in benefits.

Works in conjunction with the Executive Administrative Manager to update internal processes and procedures to comply with campus standards. Manages high-level recruitments in Residential Dining. Advises Residential Dining Managers on recruitments, classification, promotion, stipends, especially with respect to salary equity issues. Reviews recruitments, job descriptions, and job offers. Creates and submits any requests for reclassification. Counsels administrators, Office Managers, and employees regarding interpretations of Personnel Policies for Staff Members, Collective Bargaining Unit contracts and FLSA. Trains and advises Residential Dining users on online applicant tracking and job description systems. Maintains the Residential Dining student employment website; confers with the Student Personnel Managers to determine the information to be included on the student employment website.

In consultation with the Executive Administrative Manager, reviews new and continuing staff positions within assigned area to appropriate classification utilizing class specifications, whole job and functional comparisons, and point factor system. Consults with General Managers and the Director of Residential Dining on classification decisions. Formulates findings and makes classification and salary recommendation to Executive Administrative Manager. Evaluates continuing and proposed organizational alignments, reporting relationships and functional assignments. Updates unit and departmental organizational charts

Management responsibility for maintenance of all personnel records, procedures and fulfillment of requirements in accordance with University Personnel Policies and Procedures. Assures department merit process is accurate and completed on time.

Analyzes department training needs. Sets up ongoing training schedules and monitors participation Coordinates staff participation in HDAE onboarding courses. Designated departmental administrator for UC learning management system. Updates and publishes timeline for staff submission and approval of Professional Development Plan. Collaborates with HDAE Organizational & Performance Management on course offerings. Develops, maintains and updates employee binder to include policies, work rules, and departmental information. Ensures information is current with bargaining unit contracts. Coordinates translation into Spanish.

In coordination with the Executive Administrative Manager, works with HDAE Human Resources, campus-wide Human Resources, and Business Services on tracking employees who have work-incurred injuries or disabilities. Represents the Director of Residential Dining in meetings between injured employees and Disability Coordinator-tracks employees' progress in "Return to Work" program. Prepares Workers Comp workgroup meetings to discuss current accident/injury cases. Assumes difficult problem cases

3

Yes

15

Daily

Residential Dining Senior Team Participation

Serves as a team member of the Residential Dining Services' Sr. Team (Residential Dining Director, Associate Directors, Executive Chef, and General Managers) on departmental initiatives and concerns, and bringing important administrative issues to the team.

Reviews issues and concerns forwarded to the Director for Residential Dining. Resolves problems when possible and makes referrals to members of Residential Dining or other managers when appropriate. Represents Residential Dining to parents, students, and other constituents who contact the Director's office with problems or concerns. Represents Residential Dining in meetings with all administrative units in HDAE and other campus departments. Collaborates on projects, serves on campus committees, and attends meetings representing various administrative issues for Residential Dining.

Assures that important meal hour changes throughout the year are agreed upon and published in a timely manner.

Performs special duties and management assignments as designated by the Executive Administrative Manager and Director of Residential Dining Services.

Affirms and implements the departmental Educational Equity Plan comprised of short and long term objectives that reflect a systematic approach to preparing both students and staff for success in a multicultural society.