Administrative Coordinator

University of California - Santa Barbara; Santa Barbara (CA); On-site; USD 40,432 - 47,472; Full time

Job summary

University of California, Santa Barbara is seeking an Administrative Coordinator within Campus Dining to provide Retail Dining administrative support, payroll coordination, and project-based work for over 400 student employees and about 25 career staff.

Reporting to the Administrative Payroll Manager, you will lead payroll and timekeeping processes, assist with hiring and onboarding, update departmental procedures, and support daily operations of the Retail Administrative unit in a full-time,

Qualifications

• High School Diploma or equivalent.
• 1-3 years of office experience with standard computer systems (email, Google Suite, Microsoft Office).
• Strong written communication and attention to detail.
• Ability to analyze and provide recommendations.
• Ability to multitask and prioritize effectively.
• Initiative and proactive process improvement mindset.
• Excellent interpersonal and communication skills.

Responsibilities

• Provide Retail Dining administrative support and coordination, plus project-based work.
• Lead in the Retail Administrative unit for hiring, payroll, and personnel actions for 400 student employees and ~25 career staff.
• Assist with time-sensitive payroll cases and collaborate with campus partners to meet deadlines.
• Analyze policies to oversee ongoing administrative projects and initiatives.
• Prioritize tasks, organize work, and apply university procedures across the department.

Skills

Office software

Writing skills

Analytical ability

Multitasking

Attention to detail

Initiative

Communication skills

Education

High School Diploma or equivalent

Job description

Job ID: 87717

Location: UCSB Campus

Full/Part Time: Full Time

Job Posting Details

Position Number: 41257153

Payroll Title: Administrative Coordinator [BLANK AST 3]

Job Code: 4722

Job Open Date: 7/23/26

Application Review Begins: 8/7/26

Department Code (Name): Campus Dining (UCFS)

Percentage of Time: 100%

Union Code (Name): CX - Clerical

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Steps

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35/hr - $34.46/hr.

Full Salary Range: The full salary range for this position is $29.35/hr - $36.02/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: University Center, 1178

Working Days and Hours: Monday-Friday, 8:00am-4:30pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions:

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

Department Marketing Statement

Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping.

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 Administrative Payroll Manager, the Administrative Coordinator provides Retail Dining administrative support and coordination, along with project-based support and coordination for the entire Campus Dining department. Projects range from administrative and analytical-level work. Serves as a lead in the Retail Administrative unit, offering day-to-day support related to hiring, payroll, and personnel actions for over 400 student employees, and approximately 25 career employees. This role assists with the processing of time sensitive and complex payroll cases, working closely with campus partners as needed to meet deadlines. Utilizes independent judgment to prioritize tasks by planning, organizing and evaluating situations. Makes decisions, adjusts priorities, and responds with flexibility to requests. Analyzes and applies organizational and university policies and procedures to oversee a variety of ongoing administrative projects and initiatives.

Required Qualifications

• High School Diploma and or Equivalent combination of education and experience.
• 1-3 years of experience in the following:
  • Experience working in an office environment and demonstrated strong ability to use standard computer systems including email, Google Suite, Microsoft Office (Word, Excel, etc).
  • Demonstrated strong writing skills that reflect accuracy and effective written communication.
  • Ability to analyze and provide recommendations.
  • Demonstrated strong ability to multitask and prioritize effectively.
  • Exhibits great attention to detail.
  • Demonstrates initiative by proactively identifying opportunities to improve processes.
  • Experience with effective communication and strong interpersonal skills to communicate effectively, verbally and in writing.
  • Or equivalent combination of education and experience

Special Conditions of Employment

• Satisfactory criminal history background check
• Visa sponsorship is not available for this position
• Work hours/days may vary.
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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

Retail Dining Human Resources, Payroll and Timekeeping - 50%

• Processes payroll and timekeeping actions as needed, as a UCPath Initiator, working collectively with the 2 Administrative Assistants for Retail Dining. Serves as backup to the administrative team members in their absence.
• Provides hands‑on training, support and coordination for payroll and timekeeping functions, with oversight by the Supervisor.
• Analyzes, researches and provides a course of action to develop and maintain internal departmental standards and procedures. Tracks and updates written material, producing accurate content for use by other administrators.
• Serves as an expert as it relates to administrative systems. Ensures adherence to university, divisional and departmental policies and standard procedures.
• Assists with auditing of accrual leave reporting for payroll processing. Ensures hours reported meet campus, state and federal requirements. Maintains knowledge of UC policies and union agreements related to overtime, vacation, and sick leave accrual and use.
• Responsible for distribution of union required information to staff based on appropriate bargaining units for represented employees.
• Works to ensure departmental compliance with internal and campus employment practices.
• Supports the Supervisor with duties related to recruiting, hiring, and onboarding of new employees. In addition, coordinates interview committee schedules and contacts candidates for interviews, as directed by the Supervisor.
• Assists new career hires with navigating and accessing campus systems.

Lead Oversight

• Serves as a lead in the administrative unit, offering day‑to‑day support related to hiring, payroll, and personnel actions for over 400 student employees, and approximately 25 career employees.
• Ensures all Retail employee timecards are complete and accurate for payroll processing. Takes the lead to ensure that all units, with the support of unit Managers and the 2 Administrative Assistants, have conducted a thorough review of timecards, including approvals, and ensures that all timecards have been finalized prior to and in accordance with internal deadlines. Provides the Supervisor with consistent updates on biweekly payroll processing goals.
• As the administrative lead, approves all UCPath transactions for the Administrative Assistants. Ensures information for hires, promotions, transfers, and separations are entered accurately in the payroll system.
• Provides clear instructions and feedback to the Administrative Assistants, as it relates to daily support, including tracking and review of their work.
• Provides backup administrative leadership in place of the Supervisor's absence, with oversight from the Director of Retail and the Assistant Director of Executive Administration.

Campus Dining Administrative Support & Coordination - 50%

• Provides administrative guidance and project management, including support of other units within Campus Dining, particularly during peak business periods or when the need arises.
• Provides the department with analysis, consultation, advice, and project planning related to administration, human resources, payroll, timekeeping, and a wide range of other subjects.
• Maintain, analyze, and provide direction in research/development of department standard operating procedures for tracking purposes.
• Takes initiative and leadership in creating, reviewing, analyzing and updating departmental content and policies (procedural documents, spreadsheets, reports, data collected from various campus systems, and more).
• Assists with cross training of Human Resources policies and standards, payroll and timekeeping, across the Campus Dining Administrative team.
• Performs office functions and computer tasks using various department and university software systems (Google Workspace, Microsoft 365, UCPath, Timekeeping System, I9 Tracker, Job Builder and more).
• Maintains confidentiality and discretion in all areas.
• Displays a sense of teamwork. Works in a collaborative manner with various Campus Dining stakeholders to complete assigned special projects.

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 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 Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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