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Project Coordinator

Position Number: 5935768
Location: Santa Barbara, CA
Position Type: Facilities Management

Project Coordinator

University of California Santa Barbara

Job Posting Details

Position Number: 40072041

Payroll Title: ADMIN OFCR 2 CX

Job Code: 4263

Job Open Date: 1/14/2025

Application Review Begins: 1/30/2025

Department Code (Name): DSRS (Residential and Community Living)

Percentage of Time: 100%

Union Code (Name): CX- Clerical Union

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $30.04 to $38.45/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: Manzanita front office

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

Residential & Community Living is responsible for the overall student life program in 8 residence halls and 8 apartment complexes (10,000+ residents) with a focus on student development and leadership programs, and conduct and accountability. In addition, R&CL is responsible for resident placement through the University & Community Housing Services Office.

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 Director of Administration, the Project Coordinator provides analytical and administrative support in the areas of Front Desk operations, staff key administration, annual Move-in/ Move-out support for the Residence Halls (approx. 7000 residents), recreation room equipment purchase and maintenance, and facilities management. -Oversees the 8 Residence Hall front desks and works closely with building managers and student staff by directing the operational and facilities needs of the eight Front Desks. -Coordinates the check-in process for annual Move-In/ Move-out of the eight Residence Halls. Works in collaboration with R&CL Lead staff, Assignment Services, Operations, Parking Services, Conference Services, and Dining, Ucen, etc.

-Is the R&CL point person for Residence Halls staff and resident keys. Works in collaboration with locksmiths to train staff on key issuance/reconciliation. Coordinates key access as needed for new staff, and troubleshoots keyrelated issues.

-Coordinates with campus and outside partners on facilities related needs such as building access, staff office and apartment furniture, moving services and recreation equipment.

-Leads the Front Desk Committee, and coordinates the annual recruitment, hiring and training of Desk Attendants

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training
1-3 years college/university administration, or equivalent
1-3 years customer service experience
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others
Outstanding administrative and organizational skills
Demonstrated ability to effectively manage multiple priorities.

Preferred Qualifications:

1-3 years 1-3 years college student life program experience
1-3 years 1-3 years process improvement and/or project management
Working knowledge of the organization's processes and procedures, rules and regulations.
Key management experience

Special Conditions of Employment:

UCSB Campus Security Authority under Clery Act
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:

35% Front Desk Operations -

Oversees the front desks of 8 Residence Halls and provides customer service to 7,000 residents during academic school year. Ensures a consistent level of service across all buildings.

Plans, develops, and communicates policies and procedures for each desk. Works closely with the Resident Director and Assistant Resident Directors to determine operational priorities.

Oversees the annual opening and closing of front desks, check-in and check-out procedures, key management, sport equipment check-out and closing of the halls.

Responsible for the oversight and maintenance of the Front Desk SharePoint site, online Front Desk manual, and related front desk procedures (i.e phone logs, equipment logs, etc.).

Responsible for recruiting of and assists in the training of 120+ FSSP, academic year and opening desk crew (Lead Desk Attendants, Desk Attendants). Creates and maintains application website for the recruitment of Lead Desk Attendants & Desk Attendants for all Residence Halls.

Schedules and coordinates training and onboarding of 120 DAs annually. Creates and updates Desk Manager Manual and Desk Attendant manual and online systems annually and as needed.

Chairs the Desk Manager committee and Front Desk Committee.

Collaborates with Apartments Administrative Services Coordinators to standardize Front Desk procedures between the Residence Halls and Apartments.Point person for the ordering and maintenance of residence halls recreation equipment and first aid supplies.

25% Move-in & Move-out

Coordinates the check-in process and is the main contact for R&CL for Residence Halls and FSSP Move in/ Move out logistics of 7,000 residents in the 8 Residence halls.

Works directly with HDAE personnel (Assignment Services, Conference Services, Operations and Dining Services, Parking Services, UCen Post office, UCen Marketing and Access) and various departments on campus (Police/CSO department, Communications Services, etc.) to plan, communicate and coordinate logistics for academic year and FSSP move-ins and move-outs, including, but not limited to key issuance, early move-ins, mail services, bike registration etc..

Directs move of equipment, furniture, supplies and staff from the eight on-campus residence halls to/from summer locations or storage as needed during the large openings and closings of the residence halls.

Prepares check-in/ check-out process. Ensures computers, forms, keys and logins are ready. Coordinates Move-in materials distributed to residents at check in stations

Plans and organizes rental of equipment and materials for check in stations for each hall during move-in.

20% Facilities Management

Department point person for coordination of facilities related communications coordination.

Main point of contact for facilities related partners including - County Elections, Furniture Vendors, Moving & Storage companies, Tent & Event rentals. Coordinates communication and logistics for the services provided on campus, and related building access needs.

Administers equipment management and inventory control for Residence Halls and Apartments. Directly responsible for overseeing equipment maintenance, unit records, unit physical inventory, physical security and control of recreational, programmatic, and office equipment/furniture in the custody of R&CL.

Helps coordinate changes in office space and equipment when required by staffing changes. Works closely with Communications, Information Systems, Central Stores and outside vendors to purchase or relocate furniture and equipment as needed.

Coordinates turn-over of live-in staff apartments including furniture, cleaning, repair, and renovations. Assists with live-in staff move-in communication and logistics.

Coordinates all departmental furniture needs, including office furniture, staff apartment furniture, and rental furniture. Vendor coordination, follow through-Responsible for coordination and maintenance and upkeep

10% Staff & Resident Key Administration

Staff Keys: Coordinates and submits requests for all R&CL career, contract and student staff keys and electronic key access. Tracks access levels for each staff member, and issues and collects keys from exiting staff.

Resident Keys: communicates with locksmiths on key issues occurring in Residence Halls. Trains Residence Halls lead staff on key issuing, reconciliation, and billing.-Ensures department key protocols are followed year round. Assists with coordination of building key access for residents remaining in the residence halls during breaks.

Coordinates and communicates with locksmith and staff about building access issues, and lock schedules.

Issues billing for charges due to lost keys, excessive lock-outs and other violations and assists in responding to resident appeals of related charges.

Coordinates break housing ekey planning, distribution and lead staff training

Oversees and collaborates with locksmiths to provide access to the lock box Key Systems behind each front desk for 250+ RAs, DAs, and Lead Staff.

10% Purchasing & Inventory

Coordinates office supply ordering with Residence Hall Front Desk Managers. Assists staff with the ordering and procurement of office and desk supplies

Department point person for furniture related needs and orders.

Oversees recreation equipment in all Res Halls and Apartment Complexes. Maintains inventory list and maintenance records. Purchases new equipment and coordinates service and repairs 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 (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 - 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 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 & Fire Safety 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'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=75546&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant