Job Details

Subject Pool Coordinator/Front Desk & Financial Assistant
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Position Number: 5984592
Location: Santa Barbara, CA
Position Type: Other Administrative Positions

Subject Pool Coordinator/Front Desk & Financial Assistant

University of California Santa Barbara

Job Posting Details

Position Number: 40071645

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 2/5/25

Application Review Begins: 2/18/2025; open until filled

Department Code (Name): PSYC (PSYCHOLOGICAL & BRAIN SCIENCES)

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

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $29.07/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 hourly range for this position is $28.44 to $40.76/hr.

Work Location: Psychology East - 1815

Working Days and Hours: M-F; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The Department of Psychological and Brain Sciences has cultivated a strong tradition of empirically based teaching and research in contemporary experimental psychology including cognition and the perceptual sciences, developmental and evolutionary psychology, neuroscience and behavior and social psychology. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse faculty, researchers, and student population.

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:

Responsibilities include managing and coordinating the departmental human research participant pool using a web based application to sign up subjects and experimenters for both paid and non-paid experiments for approximately 4,000 human subjects. Includes administration of over 150 research protocols, training experimenters, responding to subjects questions and queries about experiments and developing departmental policies and procedures. Takes an active role, and works closely with Faculty Subject Pool Administrator in the use of the human research participation pool for departmental research. As Front Desk/Financial Assistant, responsibilities also include greeting the general public, students and faculty, and providing assistance, directions and appropriate referrals; ordering and stocking supplies for administrative staff; allocating and maintaining photocopy accounts; maintaining photocopy and FAX machines; coordinating mail distribution including payroll and miscellaneous checks; coordinating undergraduate letters of recommendation service. As Financial Assistant, responsibilities include using Gateway to submit PO's for purchases and communicates with vendors as needed on purchasing issues; distribution of shipments, and managing the online room reservation system, and coordinating travel arrangements for departmental guests. Provides assistance to MSO, Chair and other staff on special projects as needed.

Required Qualifications:

High school diploma or GED.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Must possess excellent verbal and written communication and organizational skills.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Preferred Qualifications:

1-3 years of work experience in higher education.
1-3 years knowledge of UCSB processes and procedures.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Special Conditions of Employment:

Satisfactory conviction history background check
UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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

40% Subject Pool Coordinator - Manages and coordinates the web based on line subject pool application with approximately 4,000 human subjects annually including paid and non-paid experiments. Responsible for program oversight including organizing and conducting quarterly meetings to provide training to faculty, staff, graduate students and post-doctoral visitors in use of the subject pool for experiments. Ensures the department adheres to Federal policies and Campus guidelines in the use of human subjects and interprets policies and procedures for all experimenters. Must be knowledgeable about legal issues regarding human subject use. Acts as liaison with OR regarding the administration of over 150 research protocols including ensuring compliance to campus regulations and annual renewal of each protocol. Ensures all researchers complete OR on-line training for use of human subjects. Maintains departmental subject data and produces reports and quarterly subject pool letters and experiment feedback letters to subjects. Provides assistance and direction to participants regarding questions and problems. Resolves potential conflicts and provides input and direction to Faculty Subject Pool Coordinator for long term solutions. Works with Faculty Subject Pool Coordinator to develop and establish departmental policies and procedures regarding subject pool use. Participates as staff representative on department Subject Pool Committee, prepares and distributes meeting agendas and minutes.
30% Front Desk Assistant - As Front Desk Assistant, greets the general public, students and faculty, and provides assistance, directions and appropriate referrals. Takes phone messages from voice mail and other calls, distributes FAXES and departmental mail, forwarding mail when necessary. Assists faculty and staff with the proper completion of forms for shipping packages using UPS and Federal Express. Distributes mail and packages on a daily basis to mailboxes. Oversees and coordinates room scheduling for departmentally controlled classrooms and seminar/meeting rooms via on-line room scheduling program. Runs campus errands as needed to deliver and pick up time sensitive materials. Tracks distribution of payroll and miscellaneous checks. Maintains staff, faculty and graduate student copy machine accounts. Sets up annual allocations, and increases individual accounts upon request. Clears copy machine recharge accounts monthly and documents all accounts on computerized spreadsheet. Revises and updates the main office procedures manual. Orders and keeps office supplies stocked for administrative support staff. Calls for maintenance on photocopy, FAX, and Scantron machines. Trains new faculty and graduate students on use of photocopy and FAX machines. Coordinates faculty reprint mailings, annual parking permit renewals and Campus Directory updates. Maintains office bulletin boards. Oversees departmental letters of recommendation service for undergraduates. Meets with students, sets up files, advises students on proper policy and procedures regarding letters of recommendation.
15% Financial Assistant - Uses Gateway (online procurement system) to submit purchase orders. Acts as liaison with department personnel, Accounting, Purchasing and vendors to handle requisition and purchase order issues. Audits invoices against PO's to ensure accuracy and delivery prior to final approval by MSO. Processes cash advances for human subjects payments, orders gift cards, and ensures labs are in compliance with departmental and campus policy regarding the handling of cash equivalencies, monitors cash advances to ensure they are closed out in a timely manner. Coordinates hotel and airfare booking directly with travel providers for departmental quests. Provides backup and support to financial area as needed.
15% Employment Coordinator - Provides support to the department for academic/staff recruitments, hiring, and onboarding. Recruitment support includes coordinating travel for candidates (if necessary), coordinating the candidates visit/interview schedule, reserving campus rooms for visit, ordering food/making reservations for group meetings, coordinating candidate reimbursements (if necessary) with the financial analyst. Onboarding support includes providing employees with an ID card, access to copiers, mailbox, etc. Will provide additional employment support as needed by the department.

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:

UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

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 Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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 katherine.abad@hr.ucsb.edu. 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 Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76099&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant