University of California - Santa Barbara
Travel & Marketing Coordinator
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Payroll Title:
Blank Assistant 3
Like the look of this opportunity Make sure to apply fast, as a high volume of applications is expected Scroll down to read the complete job description.Job Code:
004722Job Open Date:
10/1/2024Application Review Begins:
10/16/2024; Open Until FilledDepartment Code (Name):
CHEM (CHEMISTRY DEPT)Percentage of Time:
62.5% (25 hours/week)Union Code (Name):
CX (Clerical)Employee Class (Appointment Type):
Staff (Career)FLSA Status:
Non-ExemptSalary Grade:
STEPSPay Rate/Range:
The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $30.41/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 $28.44 to $40.76/hour.Work Location:
Chemistry - 1005Working Days and Hours:
M-F; variable hours between 8am - 5pmBenefits Eligibility:
Full BenefitsType of Remote or Hybrid Work Arrangement, if applicable:
Hybrid consideration after probationary/training periodSpecial Instructions:
For full consideration, please include a resume and a cover letter as part of your application.Department Marketing Statement:
We represent all branches of chemistry, from materials chemistry to chemical biology. Our 46 faculty, including two Nobel Laureates, a graduate program in Chemistry and Biochemistry, postdoctoral researchers, and staff are all dedicated to exploring the frontiers of chemical science. We pride ourselves in a strong collaborative research environment, an ethos maintained by our connection to several interdisciplinary research units on campus.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:
Responsible for travel, entertainment and event reimbursements. Reviews and approves complex travel and entertainment transactions in Concur for all Chemistry accounts. Acts as liaison between campus administrative offices (Accounting and Academic Departments) and faculty, researchers, staff, & students regarding travel and entertainment matters. Maintains knowledge of agency guidelines regarding travel and entertainment as well as University policies and procedures, and assists the financial unit in various tasks relating to tracking expenses and balancing the monthly general ledgers. Coordinates in creation of marketing materials, including social media posts, event announcements, newsletter development. Collaborates with various department committees to create meaningful outreach and communications to department populations of students, faculty, alumni, emeriti, and potential donors to assist in the development department projects.Required Qualifications:High school diploma or GED.Excellent customer service and communications skills.Experience with Word and Excel.This position requires basic analytical and reasoning skills used to assess possible policy issues with expense and invoicing transactions.Preferred Qualifications:Basic knowledge of campus policies for travel, disbursement and entertainment expense reimbursement, as well as invoicing, posting and reconciliation of expense transaction.Bachelor's Degree or equivalent experience and/or training.1-3 years of relevant work experience.Special Conditions of Employment:Satisfactory conviction history background checkUCSB is a Tobacco-Free environmentJob Functions and Percentages of Time:25% Travel & Entertainment:
Reviews complex travel and entertainment transactions in Concur for all Chemistry accounts. Acts as liaison between campus administrative offices (Accounting and Academic Departments) and faculty, researchers, staff, students, and visitors regarding travel matters. With full understanding of travel/entertainment policies and agency restrictions, reviews and submits travel advance requests, travel reports, entertainment reports and related Form-5s for Chemistry participants. Tracks approval flow of Concur requests and reports and intervenes when necessary. Works with the Concur users to troubleshoot problems. At the request of the financial manager, processes travel requests and generates expense reports. Is cognizant of and advises faculty, researchers, staff, and students of proper University and Agency guidelines regarding travel and entertainment. Screens each Concur request/report for proper authorization and appropriateness of project funding source. Uses accounting systems to check project balances. Notifies the Financial Team if Agency approval or forms are required to complete. Creates and maintains reimbursement processes and makes updates to the travel section of Chemistry website as needed.25% Event Oversight:
Oversees the planning and implementation of departmental colloquiums and seminars. Maintains department event calendar and acts as control point for all departmental conference room reservation requests. Point of contact for campus parking permits for all departmental guests. In consultation with event hosts, will assist in the development of events budgets, contracts with catering companies, and secures event venues. Ensures events are adequately publicized, and creates event programs and certificates. Prepares prior approval requests for all entertainment costs to assure that all policy and campus guidelines are followed with regard to stipend/honorarium payment and reimbursement processes. Coordinates travel arrangements (CONNEXUS) and hotel reservations for department guests, and processes all related travel and entertainment reimbursements.25% Marketing & Communications:
Develops compelling content for social media, marketing activities and internal communications. Coordinates design, production and distribution of publications and other promotional materials, including internet or web materials, press releases, advertisements, catalogs, brochures, flyers, signage, A / V presentations, displays, exhibits, etc. Writes and edits web copy, determines appropriate placement and links. Consults with the website committee to develop new web content as needed. Disseminates D-List and other misc list services with important campus wide announcements to department constituents. Optimize campus email communications for deliverability and mobile rendering to send to department constituents.25% Expenditure Posting:
Ensures proper back up documentation has been acquired for all processed financial transactions and maintains paper and electronic filing systems. Investigates/corrects errors and missing transactions from General Ledger as they arise. Prepares deposit and recording forms as needed when external payments are received. Assists with special projects as needed.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. Federal, state, or local public health directives may impose additional requirements.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:
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:
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures.Application Status:
If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr
Blank Assistant 3
Like the look of this opportunity Make sure to apply fast, as a high volume of applications is expected Scroll down to read the complete job description.Job Code:
004722Job Open Date:
10/1/2024Application Review Begins:
10/16/2024; Open Until FilledDepartment Code (Name):
CHEM (CHEMISTRY DEPT)Percentage of Time:
62.5% (25 hours/week)Union Code (Name):
CX (Clerical)Employee Class (Appointment Type):
Staff (Career)FLSA Status:
Non-ExemptSalary Grade:
STEPSPay Rate/Range:
The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $30.41/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 $28.44 to $40.76/hour.Work Location:
Chemistry - 1005Working Days and Hours:
M-F; variable hours between 8am - 5pmBenefits Eligibility:
Full BenefitsType of Remote or Hybrid Work Arrangement, if applicable:
Hybrid consideration after probationary/training periodSpecial Instructions:
For full consideration, please include a resume and a cover letter as part of your application.Department Marketing Statement:
We represent all branches of chemistry, from materials chemistry to chemical biology. Our 46 faculty, including two Nobel Laureates, a graduate program in Chemistry and Biochemistry, postdoctoral researchers, and staff are all dedicated to exploring the frontiers of chemical science. We pride ourselves in a strong collaborative research environment, an ethos maintained by our connection to several interdisciplinary research units on campus.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:
Responsible for travel, entertainment and event reimbursements. Reviews and approves complex travel and entertainment transactions in Concur for all Chemistry accounts. Acts as liaison between campus administrative offices (Accounting and Academic Departments) and faculty, researchers, staff, & students regarding travel and entertainment matters. Maintains knowledge of agency guidelines regarding travel and entertainment as well as University policies and procedures, and assists the financial unit in various tasks relating to tracking expenses and balancing the monthly general ledgers. Coordinates in creation of marketing materials, including social media posts, event announcements, newsletter development. Collaborates with various department committees to create meaningful outreach and communications to department populations of students, faculty, alumni, emeriti, and potential donors to assist in the development department projects.Required Qualifications:High school diploma or GED.Excellent customer service and communications skills.Experience with Word and Excel.This position requires basic analytical and reasoning skills used to assess possible policy issues with expense and invoicing transactions.Preferred Qualifications:Basic knowledge of campus policies for travel, disbursement and entertainment expense reimbursement, as well as invoicing, posting and reconciliation of expense transaction.Bachelor's Degree or equivalent experience and/or training.1-3 years of relevant work experience.Special Conditions of Employment:Satisfactory conviction history background checkUCSB is a Tobacco-Free environmentJob Functions and Percentages of Time:25% Travel & Entertainment:
Reviews complex travel and entertainment transactions in Concur for all Chemistry accounts. Acts as liaison between campus administrative offices (Accounting and Academic Departments) and faculty, researchers, staff, students, and visitors regarding travel matters. With full understanding of travel/entertainment policies and agency restrictions, reviews and submits travel advance requests, travel reports, entertainment reports and related Form-5s for Chemistry participants. Tracks approval flow of Concur requests and reports and intervenes when necessary. Works with the Concur users to troubleshoot problems. At the request of the financial manager, processes travel requests and generates expense reports. Is cognizant of and advises faculty, researchers, staff, and students of proper University and Agency guidelines regarding travel and entertainment. Screens each Concur request/report for proper authorization and appropriateness of project funding source. Uses accounting systems to check project balances. Notifies the Financial Team if Agency approval or forms are required to complete. Creates and maintains reimbursement processes and makes updates to the travel section of Chemistry website as needed.25% Event Oversight:
Oversees the planning and implementation of departmental colloquiums and seminars. Maintains department event calendar and acts as control point for all departmental conference room reservation requests. Point of contact for campus parking permits for all departmental guests. In consultation with event hosts, will assist in the development of events budgets, contracts with catering companies, and secures event venues. Ensures events are adequately publicized, and creates event programs and certificates. Prepares prior approval requests for all entertainment costs to assure that all policy and campus guidelines are followed with regard to stipend/honorarium payment and reimbursement processes. Coordinates travel arrangements (CONNEXUS) and hotel reservations for department guests, and processes all related travel and entertainment reimbursements.25% Marketing & Communications:
Develops compelling content for social media, marketing activities and internal communications. Coordinates design, production and distribution of publications and other promotional materials, including internet or web materials, press releases, advertisements, catalogs, brochures, flyers, signage, A / V presentations, displays, exhibits, etc. Writes and edits web copy, determines appropriate placement and links. Consults with the website committee to develop new web content as needed. Disseminates D-List and other misc list services with important campus wide announcements to department constituents. Optimize campus email communications for deliverability and mobile rendering to send to department constituents.25% Expenditure Posting:
Ensures proper back up documentation has been acquired for all processed financial transactions and maintains paper and electronic filing systems. Investigates/corrects errors and missing transactions from General Ledger as they arise. Prepares deposit and recording forms as needed when external payments are received. Assists with special projects as needed.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. Federal, state, or local public health directives may impose additional requirements.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:
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:
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures.Application Status:
If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr