Office Manager

Payroll Title: ADMIN OFCR 2

Job Code: 7376

Job Open Date: 12/03/2024

Application Review Begins: 12/18/2024

Department Code (Name): FDSD-Campus Dining

Percentage of Time: 100%

Union Code (Name): 99 - Non-represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Salary Grade: PSS/19

Pay rate/range: Hiring/Budgeted Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.07/hr. - $33.99/hr. Posting Salary Range: The posting salary range for this position is $28.07/hr. - $36.60/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: De La Guerra Dining Commons (May Vary)

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

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 direction of the General Manager, manages all Human Resources and Administrative aspects of a dining commons with up to 50 career staff and approximately 120 student staff who prepare and serve meals for up to 4,500 customers daily, and has an annual budget of up to $5.5 million. Duties include: budget analysis, employment and personnel administration, accounts payable, office management, purchasing, management of the CBord Menu Management System, and hiring and training of student and career staff who serve as office assistants. Manages client/customer service which requires the ability to prioritize demands and exercise independent initiative and judgment in problem-solving and special projects.

In compliance with HDAE goals and objectives, affirms and implements the departmental Educational Equity Plan comprised of short and long-term objectives that reflect a systematic approach to preparing both students and staff for success in a multicultural society. Works in a team environment that is ethnically diverse and culturally pluralistic.

Required Qualifications:

• Bachelor's Degree
• 1-3 years Experience in an office environment. Experience supervising staff. High level of competency in written and verbal communication. Knowledge of and demonstrated ability to use standard computer systems including email, Microsoft Word, and Excel.
• Ability to take initiative and exercise strong problem solving skills.
• Or equivalent combination of education and experience

Special Conditions of Employment:

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

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:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

30% - Supervision - HR Administration & Lobby Checkers-

• Supervises three Career positions and student assistants.
• Is responsible for recruitment, hiring, assignment of job duties, performance evaluations and disciplinary actions within the guidelines and practices of University Personnel Policies, Fair Labor Standard Act, Collective Bargaining agreements, and other State & Federal Labor rules and regulations as appropriate.
• Responsible for training and orientation of new and continuing employees and student assistants with respect to University policies and departmental procedures.
• Responds to grievances in labor relations issues as needed. Evaluates staffing needs within the Department, reallocating workload and duty assignments as necessary.
• Trains and supervises Asst. Office Manager (Blank Ast 2) in UCPath and payroll duties for student staff, supporting production staff, entering all student staff into Kronos, and special projects.
• Trains, coordinates and supervises work of student assistants to act as customer service representatives and clerical support for 7-9 Managers and Assistant Managers.
• Their duties include payroll calculations, cash reports, ordering supplies and equipment and managing a high volume of mail.
• Examines confidential issues/concerns forwarded to the unit; resolves problems when possible and makes referrals to managers or other appropriate personnel.
• Serves as primary customer service representative and unit benefits representative.
• In the summer, develops a system for electronic mail communications during the summer to stay updated on daily changes in meal and catering events for summer conference meals.
• Hires, trains and supervises two career Lobby Checkers (Food Svc Worker Sr). Troubleshoots any issues at the lobby. Provides Access card and equipment training for Career and student lobby checkers in customer service, BA/RC billing, meal ticket sales and meal counts. Manages all other issues related to Access meal cards.
• Works closely with the summer conference coordinator to coordinate all summer conference groups eating in the unit. Attends summer conference meetings to assure smooth transition from Academic year to summer. Works closely with the Access Desk to resolve issues.

20% - Personnel / Payroll Processing -

• Hires, trains, evaluates, and monitors a staff that assists in the processing of all personnel and payroll transactions.
• Oversees the hiring process for all student and career staff. Trains and directs office assistants in processing all paperwork.
• Prepares and submits recruitments and job description updates using the Job Builder (job description) system.
• Completes necessary UCPath transactions for hiring and monthly and biweekly payroll.
• Reconciles payroll and oversees check distribution to all staff.
• Guides injured student and career staff through the Workers' Compensation process including initial paperwork, referral for medical treatment and following up with campus Business Services.
• Maintains employee personnel files according to University policies and procedures.
• Informs staff of shutdown periods and helps coordinate alternative work options.
• Maintains database for employees' benefits and tracks dates for employee performance evaluations.
• Processes written disciplinary action.
• 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.

20% - Time Management System -

• Coordinates the time management system (Kronos), which is a monthly and biweekly attendance/payroll system for up to 50 career and 120 student staff.
• Trains managers, student and career staff in accurate use of the Kronos system.
• Ensures proper operation and maintenance of the Kronos equipment that controls 250 time records over an operating day of up to 21 hours, 7 days a week.
• Analyzes all discrepancies to reconcile and update employee schedules and pay rates.
• Runs weekly reports for payroll and labor reporting. Reconciles errors, and submits to campus Business Services.
• Tracks up to 120 casual employees' hours for reclassification, merit review, and overtime for monthly overtime reports.
• Works with the department's analyst to interface the Kronos system with the monthly and biweekly campus UCPath payroll system.
• Accurately tracks Work Study allotments.

20% - Menu Management System (MMS)

• Coordinates all aspects of the menu management system.
• Ensures accuracy of the order Menu Management System (MMS) that generates up to 100 order sheets per week.
• Prepares pre-cost and post-cost reports that determine whether or not the unit is operating within budget. This includes compiling information from both the Menu Management System (MMS) and from the campus ACCESS system.
• Compiles weekly and monthly cost reports for the Central Food Service Office, utilizing the Inventory Menu Management system (IMS).
• Displays complete knowledge of the mechanics of menu and recipe writing.
• Employs advanced knowledge of complex computer systems, food purchasing requirements and specifications for the menu management system (IMS).

5% - Budget -

• Provides analytical review of the budget, complete with budget forecasts and labor review analysis for a budget of approximately $5.5 million.
• Gathers information needed to prepare an accurate monthly budget report including monthly labor figures, service and equipment costs, raw food costs, and miscellaneous debits to the unit.
• Coordinates billing for all catered events and all BARC billing.
• Manages cash control in the unit and follows established University guidelines for accounting procedures. Collects and assembles all costs to prepare an accurate monthly budget report-monthly labor, service and equipment, raw food, and miscellaneous debits to the unit.
• Compiles historical data needed to forecast labor, food, supplies and equipment requirements for the annual budget.
• Prepares a weekly profit and loss statement for the department and develops reports as needed.

5 % - FEDERAL OSHA HAZARD COMMUNICATIONS REPRESENTATION -

• Acts as the unit's Illness and Injury Prevention Plan coordinator.
• Attends monthly committee meetings and updates managers and staff as needed.
• Maintains database for up to 50 career staff and tracks mandatory departmental training.
• Schedules training sessions for career and student staff. Works with managers to coordinate scheduling and in determining necessary training. Forwards records of training to Environmental Health and Safety.

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:

* 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/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

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.

Reasonable Accommodations:

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