Description
Job Posting Details
Payroll Title: Administrative Officer 2 CX
Job Code: 004263
Job Open Date: 05/13/2024
Application Review Begins: 05/29/2024; open until filled
Department Code (Name): GEOG-Geography
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Contract); funding secured through 6/30/26, with the possibility of renewal.
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Steps
Hiring/Budgeted Hourly Range: $28.83 - $32.62/hr.
Full Hourly Range: 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 the position is $28.83 to $47.23/hr. The hourly range the University reasonably expects to pay is $28.83 to $32.62/hr.
Work Location: Phelps Hall - 3512
Working Days and Hours: M-F; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Fully on-site is preferred but hybrid is an option, following initial training period.
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Profile
The Wildfire Resilience Initiative (WRI) is housed within the Department of Geography. The Department's vision is to lead the integration of natural, social, and information sciences to solve problems of people and the environment. Two key terms in the vision that separates geography from most other fields is that, first, we take integration across knowledge domains as the central goal and, second, we use that to leverage better insights on problems that span the natural and social realms. Faculty in geography do not necessarily hold degrees in geography (only 4 currently do), but we all are characterized by having a particular domain expertise while also being committed to working across domains especially on problems where there are both natural and social aspects interacting. Reflecting that framing, our faculty are classified by domain/research area expertise and participation in cross-cutting themes. Domains define broad areas of science where we have sufficient faculty expertise to provide graduate level education.
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
Serves as the primary contact for the Wildfire Resilience Initiative (WRI) in the Department of Geography. The Wildfire Resilience Initiative at UC Santa Barbara develops and applies the latest technology, resilience research, satellite data and meteorological information for the understanding, prevention and mitigation of extreme wildfire events as well as the resulting damage from such events.
Manages and oversees programming, scheduling, accounting, and organizing related events. Works closely with WRI leadership to plan, coordinate, and manage all WRI outreach activities. Organizes and manages large Zoom events for the WRI. Responsible for management of website and social media content and updates for the WRI. Identifies, tracks, and engages donors and alumni as well as businesses/industry partners. Provides support for grant proposal development and researches funding opportunities. Creates graphic designs for program materials and marketing posters. Writes press releases on research activities. Builds relationships between academic and industry partners. Manages and tracks deadlines and deliverables and assists with report completion.
Required Qualifications
- Bachelor's degree or equivalent training and/or experience.
- 1-3 years of experience in an administrative, clerical, or operations role.
- 1-3 years good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Ability to maintain independent judgment and critical thinking; communication skills, and customer service focus.
- Strong organization skills and ability to multitask with demanding timeframes.
.Preferred Qualifications
- 1-3 years of experience conducting outreach for events and programming, including through social media
- Ability to use discretion and maintain confidentiality.
- Working knowledge of common organization-specific and other computer application programs.
Special Conditions of Employment
- Satisfactory conviction history background check
- Contract position; funding secured through 6/30/26, with the possibility of renewal.
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
Program Coordination (25%, daily): Provides high-level administrative and analytical support to the Wildfire Resilience Initiative (WRI). Manages the daily activities and coordinates all research activities, including research proposal coordination. Manages from conception to completion the planning and directing of numerous and varied projects and activities. Is conversant and knowledgeable on issues and activities relating to the WRI. Applies analytical, decision-making, and problem-solving skills to address problems, set priorities, plans, and coordinate research activities efficiently and effectively. Responsible for managing calendars. Manages and tracks deadlines and deliverables and assists with report completion.
Program Communication (35%, daily): Facilitates communication about WRI activities among WRI researchers and collaborators, including biweekly and monthly group meetings, workshops, and outreach events with Center donors. In consultation with WRI leadership, responsible for the graphic design of marketing materials and other program material, as needed. Facilitates with press releases on research activities. Develops content and manages the WRI website as well as social media content. Assists WRI leadership with proposal editing and graphic creation for proposals and prepares material to build relationships between academic and industry partners. Organizes and manages large Zoom events for the WRI.
Meeting and Event Coordination (15%, daily): Prioritizes and schedules all meetings. Coordinates all WRI engagement events, including meetings, workshops, and seminars. Works closely with WRI leadership to plan, coordinate, and manage all WRI outreach activities, which are held both on-campus and off-campus. Manages all logistical needs, including conference room rentals, A/V setup, catering, and participant travel, and ensures meetings are executed flawlessly. Drafts invitations to participants and works with WRI leadership in finalizing and sending out official invitations in a timely manner. Sets up and coordinates tele- and video-conferences, working closely with the technical staff to ensure availability of appropriate and functional equipment. Coordinates catering, as needed, and coordinates all travel arrangements for participants. Helps setup room arrangements and create name badges. Finalizes meeting agendas and prints material for meetings, as needed. Coordinates parking for off-campus collaborators. Serves as the main troubleshooting contact during the event. Keeps Business Officer and appropriate Geography staff updated on logistics related to upcoming meetings.
Outreach (10%, daily): Works collaboratively with WRI leadership to help identify donors and industry partners and supports community engagement through outreach and general promotion activities for the Center. Creates written communications and manage social media for the Center. Prepare promotional and visual material in support of the Center. Designs, builds, and maintains a database for tracking donor and industry engagement.
Financial Support (10%; daily): Provides financial and analytical support, including expenditure tracking, budget projections, and financial reports. Reviews all budget transactions on a monthly basis with WRI leadership and notifies appropriate staff if discrepancies are found. Ensures charges are allowable and allocable to Center funding sources. Coordinates all travel and expense reimbursements with the Purchasing Coordinator. Facilitates general ledger reconciliation by gathering supporting documentation as needed. Creates budget projection scenarios as requested by WRI leadership and assists with financial reporting to agency sponsors. Keeps abreast of relevant University and agency policies and procedures. Assists WRI leadership in the preparation and submission of grant proposals, including budgetary and non-technical sections, and all required agency reports, both technical and financial.
Graphic Identity (5%; daily): Independently develops and manages branding, logos, and templates and ensures consistency of use on multiple platforms. Creates shared files for team members to share graphics and is responsible for updating and managing this shared file system.
Policy on Vaccination Programs
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.
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 – With Interim Revisions https://policy.ucop.edu/doc/5000695/
* 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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.
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