Student Affairs & Purchasing Assistant

Position Number: 40190082

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 06/26/26

Application Review Begins: 07/13/26

Department Code (Name): GEOG (GEOGRAPHY DEPT)

Percentage of Time: 75%

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

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35 to $30.73/hour. 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. The full salary range for this position is $29.35 to $42.06/hour.

Work Location: Ellison Hall - 1837

Working Days and Hours: M-F; 8am-3pm

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:
The Department of Geography's vision is to lead the integration of natural, social, and information sciences to solve problems of people and the environment. Two key terms in the vision that separates geography from most other fields is that, first, we take integration across knowledge domains as the central goal and, second, we use that to leverage better insights on problems that span the natural and social realms. Faculty in geography do not necessarily hold degrees in geography (only a handful do), but they all are characterized by having a particular domain expertise while also being committed to working across domains especially on problems where there are both natural and social aspects interacting. Reflecting that framing, our faculty are classified by domain/research area expertise and participation in cross-cutting themes. Domains define broad areas of science where we have sufficient faculty expertise to provide graduate level education.

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 general supervision of the Student Programs Manager, with additional direction provided by the Contracts & Grants Manager, assists with coordination of student programs, both graduate and undergraduate, for the Department of Geography. Responsible for scheduling room requests, compiling statistical data, and overseeing departmental social media. Assists with the development and implementation of student outreach programs. Manages alumni tracking and event coordination, and maintaining graduate student data on the Geography website. Designs and disseminates colloquium flyers. Serves on departmental committees. Responsible for all purchasing, expediting orders, travel processing, fellowship travel payments, and accounts payable. Maintains a working knowledge of contract and grant requirements as well as University policies and procedures and applies them to daily tasks. Serves as liaison between the department and campus administrative offices (such as Business & Financial Services, Facilities Management, Communication Services, Academic Departments/Organized Research Units, and Equipment Management), and Geography faculty, researchers, staff, and students regarding purchasing, travel, and recharge matters. Maintains accurate files for all purchasing, and equipment inventory. Performs annual equipment inventory. Participates as an active team member in Geography and shares ideas on how to improve services and deliverables.

Required Qualifications:

• High School diploma or equivalent experience

• 1-3 years experience providing quality customer service

• 1-3 years experience researching problems of a financial nature
• 1-3 years experience comparing purchase orders and/or invoices to sales materials in order to resolve pricing issues
• Ability to communicate well both written and orally and engage effectively with multiple personality types.
• Working knowledge of MS Office suite and social media.

Preferred Qualifications:

• Bachelor's Degree

• 1-3 years Experience in student support services in higher education program/college or school

• Project Management and organization skills

• Ability to maintain a positive attitude and work as a team.
• Ability to multi-task and deal with interruptions.

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 an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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:

• Student Affairs (25%) - Assists with coordination of student programs, both graduate and undergraduate, for the Department of Geography. Helps to provide a safe, inviting, and supportive environment for students. Exercises independent professional judgment, creatively solves a variety of problems, is diplomatic and maintains a positive attitude with the students. Assists with coordination of recruitment and outreach activities. Assists with activities that promote an active and involved Geography student community that promotes communication between students, staff, and faculty. Assists with the development and implementation strategies to increase enrollment of applicants accepted into Geography programs. Responsible for scheduling of rooms and equipment for instruction. Assists in compiling statistical data (i.e. GRE and GPA statistics, financial support, enrollment and admissions statistics, statistics on minority recruitment, etc.) for reports and surveys. Assists in preparing and submitting annual surveys and reports to outside universities and agencies requesting information about programs (i.e. National Science Foundation). Disseminates quarterly call and prepares payout forms for Dangermond Travel fellowships. Coordinates award certificates, payouts and thank you notes to donors.
• Purchasing/ Expediting /Cash Reimbursements (25%) - Responsible for processing and expediting orders, receiving, and shipping all orders using the Gateway procurement system or departmental FlexCard. This includes requisitions for goods or services, and vendor blanket orders for the Department of Geography and its research centers. Screens each purchase request (including equipment orders) for proper authorization, appropriateness of funding source and fund availability before preparing purchase orders in the Gateway System. Uses the departmental FlexCard responsibly in placing purchase orders with vendors who only accept credit card. Coordinates with campus FlexCard administrators for high-value FlexCard purchases. Keeps track of the department FlexCard expenses and records, and provides campus FlexCard administrators with detailed information during monthly audit. Works closely with Financial Analyst to ensure all agency approvals are in place if required before orders are placed. Advises Geography personnel on proper University and agency guidelines within functional area. Recommends purchasing sources and provides estimated costs when asked. Ensures orders are placed in accordance to UC and funding agency policies. Assists department requesters in completing appropriate forms required by campus Procurement Services. Prepares shipping labels for products to be repaired, to be exchanged, or to be returned. Initiates and writes correspondence to campus Procurement Services and various vendors for inquiries or resolving problems. Responds to all inquiries regarding invoices, late payments, or problems with orders. Responsible for field coordination and equipment logistics for extramurally funded research projects. Acts as liaison between campus administrative offices and Geography personnel regarding purchasing matters. Maintains close communication with vendors and UCSB buyers to track and expedite all purchase orders. Prepares all cash reimbursements for purchases paid with personal funds by using Concur, the campus Disbursement system. Uploads invoices and completes "Cost Receipts" in Gateway in a timely manner for purchase orders placed through the system. Prepares payment manually for other type of reimbursement that is not covered by Disbursement system. Responsible for initiating copier service, repair and supplies, and generates, tracks, and reconciles copy codes. Participates in copier lease negotiations.
• Travel and Entertainment Processing (15%) - Prepares all travel advances and reimbursements using relevant campus systems, like Concur. Maintains all travel files electronically. Assists and advises travelers with all travel arrangements and books travel directly, as needed. Coordinates with campus Risk Management personnel in preparing customs documentation and equipment transit insurance according to funding agency and University travel policies. Tracks shipments to ensure they meet up with field/cruise teams. Obtains and coordinates security clearances as needed. Ensures travel advances are reconciled and accounted for within two weeks after the completion of the trip. Prepares Entertainment payment or reimbursement for all departmental events. Serves as the liaison between UCSB Travel Accounting and the travelers to resolve issues.
• Career Services (5%) - Provides resources to students regarding employment opportunities and career planning; maintains contacts with industry to promote employment/internships for majors. Creates and maintains a career resource website and assists the Student Programs Manager with career workshops covering topics such as writing a cover letter and resume and how to properly network with environmental professionals. Develops and maintains contacts with industry to promote employment/ internship opportunities for majors. Directs students to available campus resources in career services.
• Alumni Relations & Outreach/Misc. Administration (5%) - Tracks down alumni contact information, manages master list of alumni, and assists with alumni events, and activities. Assists in the development and implementation of student outreach programs. Assists with updating/maintaining the graduate student data on the website. Tracks all equipment, property tags, and annual equipment inventory. Works as a team member on special projects. Gathers data for various reports. Responsible for quarterly update of material posted throughout the first floor administrative hallway, including the glass cases. Responsible for weekly maintenance of lobby and commons. Oversees the department website, Facebook, Instagram, and other electronic presence for the Department. Disseminates mail and maintains all mailboxes. Serves on departmental committees. Facilities colloquium logistics, including creation and dissemination of flyers and other announcements, speaker travel arrangements, and refreshments. Coordinates the departmental newsletter.

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:

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