Administrative Assistant

3 weeks ago

Santa Barbara, United States University of California, Santa Barbara Full time

**Job Code**: 4723

**Job Open Date**:6/3/24

**Application Review Begins**: 6/18/24

**Department Code (Name)**: CHLD

**Percentage of Time**:100%

**Union Code (Name)**: CX-Clerical/Admin

**Employee Class (Appointment Type)**: Staff: Career

**FLSA Status**: Non-Exempt

**Classified Indicator Description (Personnel Program)**: PSS

**Salary Grade**: STEPS

**Hiring/Budgeted Salary or Hourly Range**: The budgeted salary range that the University reasonably expects to pay for this position is $24.68 - $26.24/hr.

**Work Location**: Student Resource Building

**Working Days and Hours**: M-F 7:30 - 4:30 or 8:30 - 5:30 (depending on the day)

**Benefits Eligibility**: Full Benefits

**Type of Remote or Hybrid Work Arrangement if applicable**:N/A

**Special Instructions**

**Department Marketing Statement**

Early Care and Education Services at UCSB provides full day, year-round child care and family support services to student, staff and faculty families. This inclusive program serves over 200 children, ages 3 months to 5 years daily, at two sites in a play and relationship-based approach to learning. The University Children's Center on the main campus cares for children ages 3 months to 3 years and the Orfalea Family Children's Center on the semi-rural West Campus cares for children ages 3 months to 5 years. ECCES offers tuition assistance to income and need eligible families through funding from the CA Department of Education and has been accredited by NAEYC since 1990.

**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 and why You Belong at UC.

**Brief Summary of Job Duties**

Under the direction of the Business Officer, the Administrative Assistant is responsible for enrollment of new families, utilizing the Centers' wait-list, tuition collections/ deposits, and maintaining children's files in accordance with the California department of Social Services. Responsible for prioritizing many other varied tasks related to the general operation of the department and supervising student workers. Must possess effective communication and interpersonal skills and assist in creating a positive and helpful atmosphere for families and staff.

**Required Qualifications**
- High School Diploma or equivalent.
- 1-3 Years Administrative or Clerical experience.

**Preferred Qualifications**
- Bachelor's Degree
- Prior experience working with children and families.

**Special Conditions of Employment**

Satisfactory completion of a criminal history background check

Mandated Child Abuse Reporter

Acceptable Statement of Health to include negative TB test results/screening.

**Job Functions and Percentages of Time**:
**Enrollment, Waitlist and Children Records - 40%**: Distributes waitlist information as requested. Informs prospective families about the Early Childhood Education Services programs. Enrolls children/families as space becomes available in conjunction with information from the Enrollment Coordinator. Communicates with Enrollment Coordinator, Program Coordinators, Family Coordinator, Grant Coordinator and Director as appropriate. Maintains children's files and emergency information in accordance with California Department of Social Services, Community Care Licensing and departmental requirements. Maintains immunization records in accordance with County Department of Health and departmental requirements. Submit annual report to the County with periodic updates throughout the year. Orients new families, reviews forms with parents, distributes Parent Handbooks and disseminates general information to new families. Constructs and maintains class lists and daily sign-in attendance sheets Compiles monthly attendance records for full cost families in accordance with the California Department of Education, Child Development Division. Compiles Food Program attendance sheets for reimbursement submission. Acts as the Center Receptionist setting a positive, welcoming and professional tone in the front office.

**Financial Responsibilities - 30%**: Responsible for Center tuition receipts and deposits. Prepares and distributes monthly receipts to families. Notifies families of delinquent tuition dues. Resolves any problems that arise concerning tuition payments. Prepares invoices for payment in accordance with applicable requirements.

**Administrative Tasks - 15%**: Processes donations to the Center with the Development Office/Gift Processing. Processes classroom Petty Cash receipts. Supports and facilitates Parent Council events and fundraising activities. Serves as payroll preparer/reviewer. Prepares student timesheets for payroll processing. Assists with Leave Reporting process. Orders office supplies. Schedules and records monthly fire drills.

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