Office Manager

• 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

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

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

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 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.