HR/ASAP Administrative Assistant

University of California - Santa Barbara; Santa Barbara (CA); Hybrid; USD 64,000 - 92,000; Full time

Benefits offered by this job

Full Benefits

Hybrid work day after probation

Job summary

University of California - Santa Barbara is seeking an Administrative Support professional for Academic & Staff Assistance Program (ASAP) within HR. The role handles scheduling, events, website updates, and complex clerical tasks with a strong emphasis on confidentiality and HIPAA compliance.

You will act as the HR front desk generalist, triaging inquiries, coordinating meetings, and processing vendor payments in line with university policies.

Qualifications

• Maintains high levels of confidentiality with verbal and written information.
• Demonstrates strong organizational skills to multi-task under tight deadlines.
• Communicates effectively with staff and faculty at all levels, in writing and verbally.
• Familiarity with HIPAA requirements and privacy practices.

Responsibilities

• Coordinate events, website updates, and scheduling system for HR/ASAP operations.
• Provide front desk generalist support and triage inquiries via phone, email, or Zoom.
• Prepare payments to vendors and service providers in compliance with policies and audits.
• Organize ad hoc committees, meetings, trainings, and HR department events.

Skills

Confidentiality

Organizational skills

Communication skills

HIPAA

Education

High School Diploma

Job description

Job Posting Details

Position Number: 40076629

Payroll Title: BLANK AST 3 CX

Job Code: 4722

Job Open Date: 09/03/2026

Application Review Begins: 9/21/2026

Department Code: PERS (HUMAN RESOURCES)

Percentage of Time: 100%

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.82/hr. to $31.50/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. The full salary range for this position is $30.82/hr to $44.16/hr.

Work Location: Student Affairs & Admin Svs - 3101

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) This position will work fully in-person. A hybrid work arrangement, with one remote day, may be an option after successfully completing the probationary period.

Department Marketing Statement

The Department of Human Resources is dedicated to providing exemplary customer service in support of teaching, research and the public service mission of UCSB. We are committed to forming strategic partnerships within the UCSB community that create a work environment designed to attract, develop and retain the best qualified people. The department has a staff of 40+ employees and is made up of five centers of excellence that provide the following services: Compensation and Classification, HRIS, Staff Engagement, Employee and Labor Relations, Benefits, Academic and Staff Assistance Program (ASAP), Leave Administration, Healthcare Facilitation, Retirement Counseling, Work/life Resources, Workplace Accommodations, Talent Acquisition, Training and Professional Development, UCPath and Workforce Administration, and HR finance and administration.

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 shared supervision of the ASAP Manager and the HR Business and Operations Manager, is responsible for the administrative operations for Academic & Staff Assistance Program (ASAP), including coordination of events, website updates, and managing a complex scheduling system and database. Requires extreme confidentiality, sensitivity, tact and diplomacy. Independently performs a variety of administrative support duties in support of HR business operations. Serves as the HR front desk generalist, utilizing a case management system to triage or answer a wide range of phone and in-person questions. Prepares and processes various University paperwork necessary to issue payments to vendors and service providers in compliance with University, division and department policies and procedures and audit requirements. Provides a variety of general clerical support, including but not limited to organizing ad hoc committees, setting up HR department meetings and trainings, maintaining the HR department meeting schedule and assigned hosts, coordinating departmental events and event logistics, setting up other meetings and interviews, and responding to information requests. May also provide general administrative assistance to other HR units and/or the AVC of HR. Interacts professionally with all levels of University personnel, utilizing sound judgment, diplomacy and confidentiality in person, by e-mail or by Zoom phone.

Required Qualifications

• Required High School Diploma
• Required-1-3 years Demonstrated understanding of the need to maintain high levels of confidentiality with regard to verbal and written information (e.g., HIPAA requirements).
• Required-1-3 years Solid organizational skills and ability to multi-task with demanding time frames.
• Required1-3 years Solid communication and interpersonal skills to communicate effectively with all levels of staff and faculty verbally and in writing.
• Demonstrated understanding of the need to maintain high levels of confidentiality with regard to verbal and written information (e.g., HIPAA requirements).
• Solid organizational skills and ability to multi-task with demanding time frames.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff and faculty verbally and in writing.

Preferred Qualifications

• Experience working in a clinical setting
• Bilingual
• Experience working in a case management system

Special Conditions of Employment

• Satisfactory criminal history background check
• 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

• 60% ASAP Administrative Support - Provides administrative support for Academic & Staff Assistance Program (ASAP), including assuring administrative processes and program operations run smoothly. Orders supplies and equipment as needed and ensures that the appearance and functionality of the offices are maintained. Answers ASAP phone and triages calls as appropriate, including the ability to evaluate and follow protocols for handling crisis situations. Responsible for scheduling consultations and counselling appointments for clients and ASAP clinicians, which are of a sensitive matter requiring discretion and diplomacy. In accordance with HIPAA standards, manages and maintains confidential documentation completed by clients, scans documents and creates charts using the electronic health records database. Under direction of the ASAP manager, updates procedures, practices, work flow of scheduling, data input and data compilation. Provides basic analysis of data using the health records database including creating graphic representation for reporting purposes. Assists with developing and disseminating ASAP marketing materials, including website updates. Coordinates logistics for ASAP events including reserving venues, set-up, materials, and invoicing.
• 30% HR Administrative Operations - Provides administrative support for HR business operations. Prepares and processes various University paperwork necessary to issue payments to vendors and service providers in compliance with University, division and department policies and procedures and audit requirements. Manages the department's main phone line. Answers a wide variety of questions on the phone and in person, including assisting employees with information and guidance on the employee self-service portals. May also assist with general questions from job applicants. Utilizing a solid understanding of HR programs, policies, and practices, triages inquiries using a case management system to the appropriate HR representative. Directs customers to the appropriate meeting rooms and may provide basic support for setting up computer and printer equipment. Responsible for ordering supplies, updating, and distributing internal documents as needed. Responsible for the smooth operations of the front desk area, including locking and unlocking the office during the appropriate hours. Ensures that the seating area and Kiosk section maintain a professional and organized appearance. Distributes department mail and faxes to the appropriate person. Assists the HR Business and Operations Manager with onboarding and offboarding tasks. Submits tickets to the appropriate dept for service requests including facility work orders. Provides office updates through the department chat group or email. In the absence of the Operations Manager, provides administrative support to the AVC/CHRO, HR Directors, and student employees. Provides a variety of general clerical support, including but not limited to organizing ad hoc committees, setting up HR department meetings and trainings, maintaining the HR department meeting schedule and assigned hosts, coordinating departmental events and event logistics, setting up other meetings and interviews, and responding to information requests.
• 10% HR Generalist - Responsible for the campus Fee Waiver Program, which credits educational and registration fees to eligible career employees. Utilizing a case management system evaluates applications and independently determines eligibility based on pre-defined criteria. Communicates decisions directly with employees. Provides metrics on the program to the Employee Services Director as needed. Employee Discount Program: coordinates the collection from merchants to advertise employee discounts on the HR webpage. Uses a defined set of criteria to determine which requests should be forwarded to the Work/Life Coordinator for consideration and approval. Maintain up-to-date instructions and documentation for all duties in position. Performs other duties as assigned.

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.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu 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 [e-mail]. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures