UC Santa Barbara · 13 hours ago
Assistant Office Manager
Santa Barbara, CA
Full-time
Onsite
Entry Level
$25.38/hr - $29.47/hr
1+ years expUC Santa Barbara is a vibrant institution that provides a wide range of services to students and faculty. The Assistant Office Manager will assist in coordinating administrative services for a dining common, overseeing payroll and training for student staff while ensuring smooth operations in the absence of the Office Manager.
Higher Education
No H1B
Responsibilities
Supports the administrative office by processing timekeeping for up to 170 employees
Performs necessary functions to accurately account for staff hours, in preparations for the payroll upload to provide data for management reports
Inputs and monitors student staff hours for accuracy in the timekeeping system such as entering missed punches and reviewing missed shifts, etc
Inputs schedules for student staff in the timekeeping system and serves as a backup for career staff schedules
Processes student staff payroll on a biweekly basis for up to 170 student employees
Processes and analyzes timecards to review discrepancies and reconciles, student staff payroll, pay rates, length of shifts, breaks, etc
Assists in running weekly and monthly reports for payroll and labor reporting
Assists in tracking up to 170 student employees' hours for Promotions, and overtime
Generate monthly overtime reports
Monitors Work Study hours on an ongoing basis
Serves as a backup for all daily time records
Assists with training managers, students and career staff in accurate use of the Timekeeping system
Participates in the coordination and execution of new student employee orientations as needed
Performs student employee data entries in UCPath (hiring/rehiring, transfers, terminations, short work breaks, etc.)
Reviews shared students for biweekly payroll processing and ensures that proper timekeeping is being conducted
Processes payroll changes, as they relate to bi-weekly payroll
Processes student employee separations, including UCPath transactions, and conducts final pay processing, if applicable
Completes initial hiring transactions and paperwork, processes updates, separations and changes for all student employees
Oversees accurate paycheck earnings and works with student staff to solve paycheck problems
Initiates and tracks student employee misconduct disclosure requests during onboarding
Initiates and tracks student employee background checks for promoted students
Helps maintain daily/weekly employee database information in centralized spreadsheets; tracking employee status, UCPath status, shared students, unapproved timecards, and more
Communicates in various methods, including verbally and in writing, with students regarding employment actions or payroll topics that arise, and escalate issues to the Supervisor
Assists with the maintenance of employee personnel files according to University policies and procedures
Works directly with career and student lobby checkers and Office Manager to troubleshoot daily problems with the online Access entry system
Provides general support for the lobby area, including occasional customer service support
Maintains a working knowledge of any systems used at the lobby for service and customer entry, and reports any issues that require additional attention to the management team
Assists with managing any issues related to Access meal cards. Generates Access reports as needed
Serves as a customer service representative and resource person to those requesting information regarding dining commons programs
Acts as an administrative representative for staff and management in the absence of the Office Manager
Works in a collaborative manner with the Office Manager to complete assigned special projects
Assists with the training and supervision of student office assistants and lobby checkers
Monitors email communications during the summer to stay updated on daily changes in meal and catering events for conferences
Orders office supplies as needed
Coordinates and creates signage displayed in the facility
Consistently 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
Meets timelines effectively and knows how to manage several competing projects and tasks
Displays a good sense of teamwork
Generates recipes, production sheets, and order sheets for the Production Department weekly and as requested using the CBord Menu Management System
Prepares weekly menu packets and coordinates distribution to appropriate departments
Assists with the preparation of pre-cost and post-cost reports for budgeting purposes. Inputs post cost reports in CBORD on a weekly basis
Qualification
Required
High School Diploma or equivalent combination of education and experience
1-3 years experience working in an office environment and knowledge in using Word and Excel
Satisfactory criminal history background check
Visa sponsorship is not available for this position
UCSB is a Tobacco-Free environment
Work hours/days may vary
Final candidate must disclose any misconduct within the last seven years
Benefits
Full Benefits
Company
UC Santa Barbara
UC Santa Barbara is consistently recognized for excellence across broad fields of study.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Dominique Mihaljevic
Co-Founder & President of Association of Multi-Ethnic Persons
Tama Takahashi
Co-founder
Recent News
2025-05-08
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