Publications Coordinator

Santa Barbara, CA, United States

Job Code: 4563

Job Open Date: 08/23/23

Application Review Begins: 09/08/23

Department Code (Name): ASTD (Associated Students)

Percentage of Time: 100%

Union Code (Name): 99 Non-Represented

Employee Class (Appointment Type): Staff : Career

FLSA Status: Non-exempt

Salary Grade: PSS/18

Work Location: UNIV-1531

Working Days and Hours: Monday-Friday 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

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

Hiring/Budgeted Salary or Hourly Range: $27.09/hr. - $29.23/hr. This represents the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Full Salary Range: $24.95/hr. $42.10/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.

Special Instructions

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

Department Profile:

The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community.

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

Manages the daily operations of the Associated Student Publications Service. The Coordinator is responsible for organization, purchasing, expenditure control, space utilization and equipment security, and daily operations. In consultation with the Assistant Director for Business Services is responsible for developing innovative solutions to a wide range of business problems. Oversees Notetaking inventories. Develops reports on sales of Readers and Notes Sales. Analyzes profits and loss from these enterprises and recommends course of action to ensure proper use of student fees and appropriate controls over revenues and expenditures to meet Business Services goals. Responsible for marketing of Publications.

Required Qualifications

Ability to supervise and evaluate personnel with 1-3 years of supervisory experience.

Ability to work independently, anticipate job requirements, prioritize and coordinate multiple tasks simultaneously.

Exercises a high degree of initiative, problem solving ability, diplomacy and professional judgment.

Preferred Qualifications

Bachelor's degree in related area and / or equivalent experience / training.

4-6 years Experience in business administration, finance, and/or management of multiple functional units Preferred

Solid verbal and written communication skills.

Abilities in problem identification, reasoning.

Ability to learn technological applications.

Ability to work well independently as well as part of a team.

Proficient in Microsoft Office applications.

Ability to plan and manage projects and maintain accurate records.

Ability to work in a fast-paced environment, completing multiple tasks with competing deadlines.

Special Conditions of Employment

Campus Security Authority.

Satisfactory conviction history background check

UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

40% Publications Service Coordinator - Oversees and assess the daily operations of the A.S. Publications Service. In consultation with the Assistant Director for Business Services determines long-range goals for this unit in the Student Services area and works with student staff in the implementation of these goals. Develops, and implements and reviews publications procedures. Interacts with customers and ensures that student staff meet customer expectations. High degree of interface with professors and customers, building positive relationships to ensure return business. Provides training on work flow and machine operations when necessary. Oversees preparation and inventory of Publications subscriptions, single class notes, readers and all tickets. Works closely with Ticket Office and Publications staff to ensure and maintain quality and appropriate inventory. Establishes work processes and ensures quality customer service and a clean work space that is in compliance with health and safety standards. Ensures that operational procedures, quality control and training procedures for staff are communicated and followed. Responds to emergency situations such as staff shortages and equipment failures; provides timely solutions to problems for the A.S. Publications Service. Proactively generates ideas to assist develop new business opportunities. Oversees preparation and update of manuals and ensures student employees have received training and education in the following areas: public contact, consequence of error, time requirements, accuracy of work, observance of internal control standards, and safety. Develops service learning curriculum for students in the Publications area. Assesses skills and provide opportunities for professional development. Evaluates progress and ensures a varied approach to student learning and development of professional skills.

25% Financial Management - Monitors revenue and expenses for services and ensures that all services operate in accordance with sound business practices and proper internal controls. Generates projections based on passed sales figures, determining break-even point(s) on a regular basis throughout each academic quarter. Analyzes production labor costs and other overhead against sales to provide reports on overall productivity. Develops reports concerning receipts, sales, and disbursements. Analyses operations to determine efficiency and makes recommendations for improvement based on findings. In consultation with the Assistant Director for Business Services, develops the annual budget and monitors revenues and expenditure to maintain adequate control within budgetary guidelines.

15% Marketing - Actively seeks marketing opportunities for A.S. Publication Service; initiates marketing efforts and periodic promotions to ensure that the student population and the community at large know and utilize the service. Work closely with professors to encourage use of A.S. Publications as the organization of choice for producing their Readers. Works with the graphic designer to create promotional materials such as flyers, brochures, advertisements and other promotional materials. Develops other marketing strategies such as email campaigns, newsletters etc. Works with the web development team to ensure a strong web presence with accurate information. Analyses the success of marketing efforts and develops strategic plans to improve results as needed. Performs other duties as assigned by the A.S. Executive Director and the Assistant Director for Business Services.

20% Supervisory - Determines staffing needs. Responsible for hiring, training, supervising and evaluating: the Publications Assistant Coordinator and Publications Student Staff, Recommends disciplinary action or release of employees when necessary. Establishes work schedules, office policies and procedures and defines student staff duties. Supervises preparation of time cards, work orders, and requisitions. Oversees personnel to ensure that they meet their scheduled hours, sets priorities for them, monitors performance. Communicate necessary information to staff and student employees in a timely manner; conduct daily

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 25, 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 [email protected]. 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'.

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