Administrative Analyst

Position Information

Payroll Title: Project Policy Analyst 2

Job Code: 7397

Job Open Date: 7/12/21

Job Close Date: Open until filled

Department Code-Name: CHAN-Chancellor's Office

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99-Non-Represented

Grade Type/Grade: PSS / 19

FLSA Exemption Status: Non-Exempt

Work Location: 5221 Cheadle Hall

Pay Rate/Range: Salary commensurate with experience

Full Title Code Pay Range: $28.07 to 48.28/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.

Days/Hours: M-F; 8am - 5pm

Special Instructions:

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

Brief Summary of Job Duties

A lead member of the Chancellor's front office team, the Administrative Analyst provides daily administrative support for smooth office workflow as well as project-oriented support to the Chancellor and senior office staff. Analyzes documents and prepares briefings and recommendations. Drafts correspondence, award nominations, in memoriam messages, and other written materials. Provides staff support for committees and administrative searches. Organizes office files and follows policies for record retention and reporting. Tracks action items and Chancellor's directives; provides follow-up to ensure deadlines are met.

This position has frequent and initial contact with faculty, administrators, staff, students, external constituents, alumni, media, and the Offices of the UC President and Secretary of the Regents. Works quickly, calmly, and efficiently in a fast-paced environment, demonstrating sensitivity, confidentiality, and discretion at all times.

Serves as backup to the Chancellor's Calendar Coordinator and assists on a regular basis with scheduling, RSVPs, meeting setup and support, and record-keeping.

Strong written and oral communication skills, research and analysis skills, flexibility in adjusting to changing priorities, and a high level of accuracy and confidentiality are essential to this position.

Minimum Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Communication and interpersonal skills to communicate effectively, both verbally and in writing.
• Ability to analyze, research, and synthesize large amounts of data with strong attention to detail.
• Ability to multi-task with demanding timeframes.

Desirable Requirements

• Experience working with constituents in a higher education organization environment.

Special Conditions of Employment:

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.

Job Functions/Percentage of Time/Duties

50% Research, Analysis, and Correspondence

Drafts and edits emails, letters, memos, and document summaries. Independently prioritizes workload and manages multiple projects simultaneously, ensuring that all steps are followed and deadlines are met. Maintains knowledge of office, campus, and systemwide policies in order to analyze information, consult with appropriate resources, and make recommendations. Helps to identify and communicate with alumni, faculty, or staff to represent the university at inaugural events. Assists with memorialization of passings of campus community members, including preparing campus communications. Provides support to various councils and committees such as the Chancellor's Staff Advisory Council and search advisory committees by researching and reporting on complex issues and university policies, drafting and editing documents and correspondence, and using independent judgment to make decisions with limited direction.

30% Front Office Administration

Answers calls to the Chancellor and the Chancellor's Office and welcomes visitors. Screens and determines urgency and exercises independent judgment in seeking guidance, responding directly, or referring calls and visitors. Mediates and resolves complex situations. Works quickly, calmly, and efficiently in a fast-paced environment, demonstrating political acumen and utmost confidentiality and discretion. Logs and organizes incoming documents; processes and mails outgoing documents; maintains accurate office records. Schedules conference room and provides meeting setup support. Helps prepare and process financial items. Oversees distribution and return of action/deadline items to and from the Chancellor, tracking deadlines and completion of tasks.

20% Calendar Support for the Chancellor

Steps in to cover at the desk of the Chancellor's Calendar Coordinator during absences and on a day-to-day basis as needed, seamlessly performing all aspects of the calendar desk,including handling complex scheduling and domestic and international travel arrangements for the Chancellor, and working with the Chancellor one-on-one on calendar items and requests. Also assists on a regular and ongoing basis with scheduling, RSVPs, meeting setup and support, and record-keeping. Helps to organize and prepare materials for Regents meetings and Council of Chancellors meetings.

Policy on Vaccinations Programs

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs - With Interim Amendments. 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 Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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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