Library Administrative Assistant

Job Code: 004723

Job Open Date: 5/1/2023

Application Review Begins: 5/16/2023; open until filled

Department Code (Name): LIBR (Library)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2 - Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $22.56 - $24.57/hr.

Full Salary Range: 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 $22.56 to $31.98/hr. The budgeted hourly range the University reasonably expects to pay for this position is $22.56 to $24.57/hr.

Work Location: Davidson Library

Working Days and Hours: Monday - Friday, 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Special Instructions

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

Department Profile

UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.

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 supervision of the Executive Assistant to the University Librarian, the Library Administrative Assistant performs a wide-range of administrative and clerical duties in support of the Associate University Librarians (AULs) and the Office of the University Librarian (OFUL). Maintains an appropriate working knowledge of departmental and campus policies and procedures. Complies with the University's ethical guidelines and sustains a high level of professionalism and confidentiality. The Library Administrative Assistant works independently, while maintaining appropriate levels of consultation with the Executive Assistant and the AULs, to prioritize and organize work-flow, review policies and procedures as they relate to assigned tasks, determine solutions to task-related problems, and make decisions based on policies, precedents and administrative regulations established by the University and the Library.

Required Qualifications

• High School Diploma or GED.
• Familiarity with Google Suite & Microsoft Office Technologies.
• Working knowledge and experience in administrative or customer service setting.

Preferred Qualifications

• Bachelor's Degree or equivalent experience and/or training.
• Strong work ethic and ability to work independently as well as cooperatively with diverse groups of individuals.
• Good oral and written communication skills.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

• Deputy UL/AUL Support (65%): Makes travel arrangements and reservations; prepares and submits travel and entertainment approval requests and expense vouchers in accordance with University and Library policies; verifies that reimbursements are processed. Manages/maintains calendars for Deputy and AULs; arranges/schedules meetings on behalf of Deputy and AULs, and assists with remote/hybrid meeting arrangements. Performs general administrative tasks, including but not limited to, data clean up and entry, preparing reports, correspondence, meeting agendas, recording minutes, and mailing. Manages/maintains filing system adhering to applicable retention policies and procedures.
• OFUL Support (20%): Greets visitors and directs inquiries to the appropriate parties. Ensures general upkeep and neat appearance of the Administrative Suite. Books reservations for Library conference rooms and meeting spaces. Sorts and distributes mail. Arranges for maintenance and repair of office equipment, facilities, and technology. Maintains department's supply inventory and orders supplies as necessary. Acts as department buyer and Flexcard holder for Office of the University Librarian. Directs and assists training of student workers in Office of the University Librarian.
• Library Events Support (10%): Assists in planning and coordination of OFUL & AUL events, including catering, room reservations, supplies, equipment, and parking permits. Prepares and submits approval requests and expense vouchers for misc. reimbursements, memberships, and entertainment expenses; verifies that reimbursements are processed. Acts as backup Flexcard holder for emergency purchases for Library departments other than AUL and OFUL.
• Miscellaneous Duties (5%): Engages in training for professional skills enhancement and career development. Maintains knowledge of University and Library policies and procedures with regard to responsibilities including travel, expense reimbursement, and record-keeping. Works on and completes special projects as assigned, including training Library employees in the use of administrative systems.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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 Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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