Assistant Office Manager
 University of California - Santa Barbara | |
The budgeted hourly range that the University reasonably expects to pay for this position is $25.38/hr - $29.47/hr.
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 United States, California, Santa Barbara | |
| 1021 Anacapa Street (Show on map) | |
 Jul 23, 2025 | |
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Apply for Job Job ID
79941
Location
UCSB Campus
Full/Part Time
Full Time
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Position Number: 40078290 Payroll Title: BLANK AST 2 Job Code: 4723 Job Open Date: 7/23/25 Application Review Begins: 8/7/25 Department Code (Name): FDSO-Campus Dining Percentage of Time: 100% Union Code (Name): CX-Clerical Employee Class (Appointment Type): Staff: Career FLSA Status: Non-exempt Salary Grade: N/A Hiring/Budgeted Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $25.38/hr - $29.47/hr. Work Location: Ortega Dining Commons, 1308-B Working Days and Hours: Monday-Friday, 8:30am-5:00pm Benefits Eligibility: Full Benefits Type of Remote or Hybrid Work Arrangement, if applicable: N/A Special Instructions: For full consideration, please include a resume and a cover letter as part of your application. Department Marketing Statement: Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Administrative & Residential Information Technology (ARIT) and The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping. 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 supervision of the Office Manager, the Assistant Office Manager helps in the coordination of administrative services for a dining common with 45 career staff and 120-170 student staff who prepare and serve meals for up to 1,900 customers daily and has an annual budget of up to $3 million. Duties include hiring, payroll and benefit transactions for student staff, running CBord Menu Management System reports, using the Timekeeping System to schedule student staff and troubleshoot payroll problems and assisting with the training of student office assistants. Maintains a working knowledge of any systems used at the lobby for service and customer entry, reporting any issues that need additional attention to the management team. Serves as a backup in the absence of the Office Manager. Required Qualifications: Education
Work Experience
Special Conditions of Employment:
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:
Job Functions and Percentages of Time:
-Supports the administrative office by processing timekeeping for up to 170 employees. -Performs necessary functions to accurately account for staff hours, in preparations for the payroll upload to provide data for management reports. -Inputs and monitors student staff hours for accuracy in the timekeeping system such as entering missed punches and reviewing missed shifts, etc. -Inputs schedules for student staff in the timekeeping system and serves as a backup for career staff schedules. -Processes student staff payroll on a biweekly basis for up to 170 student employees. -Processes and analyzes timecards to review discrepancies and reconciles, student staff payroll, pay rates, length of shifts, breaks, etc. -Assists in running weekly and monthly reports for payroll and labor reporting. -Assists in tracking up to 170 student employees' hours for Promotions, and overtime, - Generate monthly overtime reports. -Monitors Work Study hours on an ongoing basis. -Serves as a backup for all daily time records. -Assists with training managers, students and career staff in accurate use of the Timekeeping system. -Participates in the coordination and execution of new student employee orientations as needed.
-Performs student employee data entries in UCPath (hiring/rehiring, transfers, terminations, short work breaks, etc.). -Reviews shared students for biweekly payroll processing and ensures that proper timekeeping is being conducted. -Processes payroll changes, as they relate to bi-weekly payroll. -Processes student employee separations, including UCPath transactions, and conducts final pay processing, if applicable. -Completes initial hiring transactions and paperwork, processes updates, separations and changes for all student employees. -Oversees accurate paycheck earnings and works with student staff to solve paycheck problems. -Initiates and tracks student employee misconduct disclosure requests during onboarding. -Initiates and tracks student employee background checks for promoted students. -Helps maintain daily/weekly employee database information in centralized spreadsheets; tracking employee status, UCPath status, shared students, unapproved timecards, and more. -Communicates in various methods, including verbally and in writing, with students regarding employment actions or payroll topics that arise, and escalate issues to the Supervisor. -Assists with the maintenance of employee personnel files according to University policies and procedures.
-Works directly with career and student lobby checkers and Office Manager to troubleshoot daily problems with the online Access entry system. - Provides general support for the lobby area, including occasional customer service support. - Maintains a working knowledge of any systems used at the lobby for service and customer entry, and reports any issues that require additional attention to the management team. - Assists with managing any issues related to Access meal cards. Generates Access reports as needed. - Serves as a customer service representative and resource person to those requesting information regarding dining commons programs. - Acts as an administrative representative for staff and management in the absence of the Office Manager. - Works in a collaborative manner with the Office Manager to complete assigned special projects. - Assists with the training and supervision of student office assistants and lobby checkers. - Monitors email communications during the summer to stay updated on daily changes in meal and catering events for conferences. - Orders office supplies as needed. - Coordinates and creates signage displayed in the facility. - Consistently employs independent problem solving and mature judgment in assessing and responding to the needs of full-time and student staff as well as customers, vendors and conference clients. -Meets timelines effectively and knows how to manage several competing projects and tasks. - Displays a good sense of teamwork.
-Generates recipes, production sheets, and order sheets for the Production Department weekly and as requested using the CBord Menu Management System. -Prepares weekly menu packets and coordinates distribution to appropriate departments. -Assists with the preparation of pre-cost and post-cost reports for budgeting purposes. Inputs post cost reports in CBORD on a weekly basis. 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. Privacy Notification Statement Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'. | |