Student Affairs and Purchasing Assistant

Job #

Job Posting Details

Position Information

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 12/9/2021

Application Review Begins: 1/5/2022

Department Code-Name: GEOG - Geography Department

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS

FLSA Exemption Status: Non-Exempt

Work Location: 1837 Ellison Hall

Pay Rate/Range: $24.61-$25.16/hr.

Days/Hours: Monday - Friday / either 7:00 am - 4:00 pm  or 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits


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 4 currently do), but we 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. The Department of Geography is committed to the open and free exchange of ideas and opinions in all student, faculty, and staff interactions. As a Department, we have a responsibility to model productive dialogue in a way that is inclusive and allows for disagreement. It is the responsibility of each and every member of the Department community to treat others with kindness, to encourage participation and debate, to listen carefully to others, and to communicate with respect. Given the expectations of shared governance, the Department encourages and expects active service, which includes participation and creating space for all voices.

Benefits of Belonging

By working in Geography, your work supports leading the integration of natural, social, and information sciences to understand and solve problems of people and the environment – our biggest generational challenge. Your work 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 quarterly textbook orders, scheduling room requests, compiling statistical data, social media, and payroll reports. 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 as department receptionist, photographer, and 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 Purchasing, Accounting, Business Services, Facilities Management, Communication Services, Central Stores, 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

Detail oriented. Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel. Ability to communicate well both written and orally and engage effectively with multiple personality types. Working knowledge of MS Office suite and social media. Ability to maintain a positive attitude and work as a team. Ability to multi-task and deal with interruptions. Project management and organization skills.

Preferred Qualifications

Familiarity with procurement practices. Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Special Conditions of Employment

Special Instructions

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

Job Functions/Percentage of Time/Duties

Essential Functions and Duties Order of Importance Function Duties % TIME

1: Student Affairs 30% Time

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 the weekly maintenance and tidiness of the lobby, common areas, and other student spaces. Acts as the quarterly textbook coordinator, working closely with Faculty, graduate students, the UCSB Bookstore, the Isla Vista Bookstore, and Publishers. Responsible for scheduling of rooms and equipment for instruction. Manages scheduling/posting of office hours and teaching evaluations. 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. Assists the student programs manager with payroll reports. Maintains the department library check-in/check-out system.

2: Purchasing/ Expediting /Cash Reimbursements 30% Time

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, its research centers, and Office of Sustainability (OS). 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 and Office of Sustainability 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 or OS 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 and Office of Sustainability 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 campus Disbursement system. Prepares Deposit and Recording Advice forms and deposits checks at Cashier's Office as needed. 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.

3: Travel and Entertainment Processing 20% Time

Prepares all travel advances and reimbursements by using the web travel system under UCSB Espresso System. Maintains all travel files both electronically and in hard copy. Obtains and provides travelers with Direct Billing Account Number/TripID if the trip is booked via the campus system. Assists and advises travelers in online bookings. 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 and OS events. Serves as the liaison between UCSB Travel Accounting and the travelers to resolve issues.

4: Career Services 10% Time

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.

5: Alumni Relations/ Outreach/ Reception/ Mail/ Misc. 10% Time

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 picture board (glass cases) in first floor hallway. Responsible for weekly maintenance of lobby and commons. Responsible for answering the main departmental phone line and greeting walk-in traffic. Strives to accurately direct faculty, students, staff, and visitors within the Department. Disseminates mail. Serves on departmental committees. On a monthly basis, checks board in administrative hallway to ensure the material posted is current (not out of date). Ensures the information rack in the lobby is stocked and kept up to date. Develops and posts material to the electronic kiosk on a regular basis to help recruit students into the program. Serves as the departmental photographer.

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19.  As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy.  All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline.  New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment.  (Capitalized terms in this paragraph are defined in the policy.) Federal, state, or local public health directives may impose additional requirements.  

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* 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

The University of California 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

The University of California endeavors to make 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 This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. 

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

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Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit

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