Position Information

Working Title (Payroll Title): Assistant Office Manager (BLANK AST 2)

Job Code: 4723

Job Open Date: 3/7/2023

Application Review Begins: 3/22/2023

Department Code: FDSO- Campus Dining

Percentage of Time: 100%

Union Code: CX-Clerical Unit

FLSA Status: Non-Exempt

Salary Grade: N/A

Hiring/Budgeted Hourly Range: $22.56/hr.-$26.79/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.

Work Location: Ortega Dining Commons - may vary

Working Days and Hours: Monday-Friday, 7:30am-4:00pm

Benefits Eligibility: Full Benefits

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

The Assistant Office Manager helps in the coordination of administrative services for a dining commons, 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 related transactions for student employees, using the timekeeping system (Kronos) to schedule student staff, and troubleshoots payroll problems, assisting with the training of student office assistants, and generating all CBord Menu Management System reports. Works closely with the UCen Access department and Housing's I.S. department in implementing and maintaining the lobby entry system (Transac). Serves as a backup in the absence of the Office Manager.

Required Qualifications

Education:

• High School Diploma required or equivalent combination of education and experience

Work Experience:

• 1-3 years’ experience working in an office environment and knowledge in using Word and Excel required or equivalent combination of education and experience.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Timeclock System Management - 30% - Daily

• Performs necessary functions to accurately account for staff hours, upload to payroll and provide data for management reports.
• Inputs and monitors staff hours entered via computer or time clock.
• Inputs schedules for full time and student staff into the timekeeping system (Kronos).
• Processes student staff payroll using an interface program.
• Analyzes all discrepancies and reconciles, updates employee schedules and pay rates.
• Assists in running weekly and monthly reports for payroll and labor reporting.
• Assists in tracking up to 170 casual employees' hours for reclassification, merit review, and overtime for monthly overtime reports.
• Prepares Work Study allotments for approximately 30 students per quarter.
• Prepares backups for all daily time records.
• Assists with training managers, student and career staff in accurate use of the Kronos system.

Menu Management System Coordination (MMS) - 30% - Daily

• Generates recipes and order sheets for the Production Department according to a weekly timeline using the CBord Menu Management System.
• Prepares weekly menu using Excel, and coordinates distribution to appropriate departments.
• Assists with the preparation of pre-cost and post-cost reports that determine whether or not the unit is operating within budget. Compiles information from both MMS and the campus ACCESS system.

• In conjunction with the Production Department, maintains, corrects and updates the CBord file of 3,000 recipes, making ingredient and procedural adjustments as needed.
• Displays a thorough understanding of the mechanics of menu and recipe writing.

Personnel/Payroll Processing - 20% - Daily

• Performs necessary functions for hiring, making personnel changes and preparing payroll for career and student staff using the online payroll and personnel system (UCPath).
• Completes initial hiring transactions and paperwork, processes updates, separations and changes in UCPath for all student employees.
• Processes student Payroll. Assists with the processing of the full time payroll.
• Oversees accurate paycheck earnings and works with staff to solve paycheck problems.
• Assists with the preparation and distribution of "Report of Injury" forms to appropriate departments on a timely basis in compliance with campus and state Worker's Compensation policies.
• Maintains database for student employees' benefits, processes reports as needed.
• Assists with the maintenance of employee personnel files according to University policies and procedures.

Office Management Support and Cash Control - 20% - Daily

• Works directly with career and student Lobby Checkers and Office Manager to troubleshoot daily problems with the online Access entry system.
• Reports system breakdowns to Housing's I.S. department and to the UCen Access office.
• Assists with managing any issues related to Access meal cards. Generates Access reports as needed.
• Assists with the training and supervision of student office assistants and lobby checkers.
• Serves as a customer service representative and resource person to those requesting information regarding dining commons programs.
• Assists with managing any issues related to Access meal cards. Generates Access reports as needed.
• Acts as a benefit representative for staff and management in the absence of the Office Manager.
• Assists with the management of cash control in the unit and follows established University guidelines for accounting procedures.
• In the absence of the Office Manager, accurately accounts for incoming cash and makes deposits for as much as $10,000 for all guest meals, employee meals, catering payments, concessions sales, refundable/lost tag money and misused meal card fines.
• In the absence of the Office Manager, monitors and maintains cash funds of up to $3,000 and replenishes with change as needed.
• Processes petty cash, check requests, cash advances and BARC billing when required.
• 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.
• Works with electronic mail communications during the summer to stay updated on daily changes in meal and catering events for conferences.
• Orders office supplies as needed.
• Coordinates and attractively creates all 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.
• Displays a sense of teamwork. Interacts effectively as a team member with sensitivity towards a multicultural work and living environment.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

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
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• 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.

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 and Notice of Availability of the UCSB Annual Security Report Disclosures