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Job Code: 004137
Job Open Date: 7/6/2023
Application Review Begins: 7/21/2023
Department Code (Name): RECR
Percentage of Time: 100%
Union Code (Name): 99 - Non-Represented (PPSM)
Employee Class (Appointment Type): 2 - Staff: Career
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Grade 20
Hiring/Budgeted Salary or Hourly Range: $66,340 - $70,500 (annually)
Full Salary Range: $61,700 - $108,100 (annually). 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: UCSB Recreation Facilities
Working Days and Hours): Monday - Friday, 8am - 5pm (some nights and weekends may be required)
Benefits Eligibility): FULL Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid (up to 1 day/week after probation)
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Profile
The UCSB Department of Recreation provides programs, services, and facilities for students, staff, faculty, and community members which promote an active, balanced lifestyle that contributes to the development of social, emotional, and physical health essential to long-term wellbeing.
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 direction of the Assistant Director for Events & Scheduling, the Scheduling & Events Coordinator is responsible for coordinating a variety of social, cultural, recreational and physical activities that are offered in the Recreation Department's facilities. Utilizes the facility scheduling software (EMS) to coordinate facility usage between multiple user groups. Plans, organizes and manages events and facility rentals which serve students, faculty, staff and community members. Facilitates the scheduling of space, ensures facility policies are followed during scheduled activities, works with the staff who monitor these spaces, handles comments/ complaints from participants, regularly evaluates the effectiveness of these programs, and ensures that groups are properly invoiced for their usage of facilities. Proposes updates / revisions to standard operating procedures and guidelines.
Required Qualifications
- Bachelor's degree in related area and/or equivalent experience/training.
- 1-3 years Scheduling, Event Planning, Business Administration or equivalent.
- 1-3 years experience with EMS or relevant scheduling/Client management software or equivalent.
Preferred Qualifications
- Master's degree in related area and/or equivalent experience/training.
- 1-3 years serving in a leadership role.
Knowledge, Skills and Abilities
- Strong knowledge of Recreation and University activities and industry best practices.
- Demonstrated strong leadership and interpersonal skills and the ability to work effectively across the organization, internally and externally in non-routine situations.
- Uses highly developed and creative problem solving skills to deliver and foster a strong service orientation, program management, and sound judgment and decision-making; uses strong critical thinking skills to develop original ideas, in a varied and challenging environment.
- Strong client service minded focus, entrepreneurial spirit and creative thinking skills.
- Thorough demonstrated strong verbal and written communication skills.
- Thorough proficiency in the use of basic computer applications relevant to job duties.
- Knowledge of campus policies and procedures.
- Ability to meet deadlines and demonstrate strong time management skills.
- Ability to multitask and has strong attention to detail.
- Ability to generate invoices and keep track of payments.
Special Conditions of Employment
- Mandated reporting requirements of Child Abuse
- UCSB Campus Security Authority under Clery Act
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
- Occasional night and weekend work required.
Job Functions/Percentage of Time/Duties
- 50% Events and Scheduling:
Utilizes the EMS software to manage the master recreational/athletic facility schedule on the UCSB campus. Analyzes and resolves complicated
issues and conflicts among all users including: Exercise & Sports Studies, Department credit classes, Recreation Department non-credit classes, Intramural Leagues, Sport Clubs, Campus Student Organizations, Intercollegiate Athletics Department, and Community clients. Negotiates with all clients to facilitate their recreational or leisure related activities held in the facilities managed by the Recreation Department. Provides facility rental estimates, works through event logistics, and communicates university policies/ procedures/ expectations. Manages and produces complex contracts tailored to each client to generate essential revenue for the department. Utilizes independent thinking and creative solutions for a wide variety of complex and novel situations with the ability to make decisions and solve problems. Serves as the principal liaison to service clients throughout the year. Builds and maintains relationships with internal and external clients. Works with Risk Management and Purchasing to process facility use agreements and contracts per university standards. Prepare reports such as participation, inventory, and statistical reports. Provides on-site supervision during large, complex, and high-risk events when necessary.
- 25% Budget Planning and Management:
Responsible for the research, forecasting and preparation of the annual operational and student payroll budget for the facility rentals and events area. This includes projecting estimated revenue for facility rentals. Recommends cost and fee structure for facility rentals. Researches cost saving options and presents solutions to the Assistant Director. Develops, implements and adheres to the approved budget. Submits all requested budgets in accordance with the department’s budget cycle. Generates price estimates for potential renters. Finalize final expenses and invoice facility renters utilizing the EMS software. Submits supply orders or reimbursements as necessary, within budget limitations and in accordance to both university and department policies.
- 15% Personnel Management & Supervision:
Assist in the recruitment, hiring, training, and evaluation of hourly student event staff and student managers. Set schedules and approve payroll. Create, encourage and support professional development opportunities for hourly student staff, including professional association involvement, training programs and individual mentoring.
- 10% Miscellaneous/Other Duties:
Serve as departmental representative on various committees on campus. Participates in staff meetings, activities and events. Maintain files and records and prepare reports. May be required to perform other duties as assigned. Assists with the management/coordination of youth camps and programs.
Vaccinations Programs – Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.*
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 – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
- Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 23, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html
** Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by 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 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 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'.
