HR/ASAP Administrative Assistant

Blank Ast 3 CxUnder 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:High School Diploma1-3 years Demonstrated understanding of the need to maintain high levels of confidentiality with regard to verbal and written information (e.g., HIPAA requirements).1-3 years Solid organizational skills and ability to multi-task with demanding time frames.1-3 years 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 settingBilingualExperience working in a case management systemSpecial Conditions of Employment:Satisfactory criminal history background checkUCSB is a Tobacco-Free environmentMisconduct 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.Job Functions and Percentages of Time:60% ASAP Administrative Support30% HR Administrative Operations10% HR Generalist