Clinics & Centers Coordinator

About the Role

This position provides administrative and financial support for several clinics, centers, and their associated programs within the Gevirtz Graduate School of Education (GGSE) at UC Santa Barbara. The role involves coordinating and administering a wide range of activities in support of clinic and center operations.

Key Responsibilities

• Program / Clinic Administration (50%)
• Act as the first point of contact for services or program inquiries.
• Provide administrative support to Directors.
• Handle administrative office issues requiring evaluation, improvement, or problem resolution.
• Maintain confidentiality and compliance in all processes.
• Compose and disseminate memoranda using electronic documents.
• Assist with organizing and managing data collection.
• Prepare timelines, calls for proposals, and plan/support committee and group meetings in consultation with Directors.
• Maintain an up-to-date desk manual for the position.
• Attend meetings at Directors' request and take minutes as necessary.
• Financial Administration (40%)
• Process financial transactions including transfers, reimbursements, travel, honoraria, payments, petty cash, entertainment, and memberships.
• Track clinic and center budgets and update Directors on account balances.
• Ensure spending stays within allocated budgets.
• Order, purchase, receive, and document goods and services.
• Prepare travel and reimbursement forms, travel prior approval forms, and make travel arrangements, ensuring compliance with campus policies and GGSE procedures.
• Prepare forms for honoraria payments.
• Prepare invoices for services and process payments.
• Process invoices and recharge payments.
• Troubleshoot errors or delays with GGSE staff and/or UCSB central office staff.
• Adhere to all relevant policies for the use of funds.
• Backup Clinic Administration and Support (10%)
• Serve as the primary backup to the Clinics Coordinator for clinic administration and support duties.
• Coordinate and plan program workshops, conferences, meetings, presentations, seminars, webinars, and other events (in-person and virtual) in conjunction with Directors.
• Coordinate room reservations or venue rental contracts, catering, publicity, and payments, ensuring adherence to University and campus policies and GGSE procedures.
• Act as a liaison between presenters and programs.
• Assemble educational materials and collect evaluation surveys.
• Advise Directors on the status of ongoing programs and meetings.
• Maintain calendars for internal planning and external publicity.
• Maintain documentation for future reference and historical purposes.
• Support communications and marketing for clinics, centers, and programs in consultation with the GGSE Communications Director.
• Coordinate communication efforts between GGSE clinics, centers, programs, external organizations, and the public.
• Distribute mail and correspondence, answer telephones, and respond to voicemails and emails.
• Maintain mailing lists, confidential records, and databases via data entry of quarterly and annual reports of events.
• Schedule meetings and student shifts and approve timecards.

Requirements & Tech Stack

• High School Diploma or GED in a related area and/or equivalent experience/training.
• Less than 1 year of office administrative work.
• Must possess excellent verbal and written communication and organizational skills.
• Must have good attention to detail.
• Must be professional and service-oriented.
• Must be able to work with a variety of customers in a fast-paced environment with frequent interruptions.
• Microsoft Office Suite
• Google applications
• Content Management System (e.g., Drupal) for website maintenance.

Qualifications

• Bachelor's Degree in a related area and/or equivalent experience/training (Preferred).
• Solid knowledge of Microsoft Office Suite, Google applications, and Content Management System (e.g., Drupal) for website maintenance (Preferred).

Special Conditions Of Employment

• Satisfactory criminal history background check.
• Compliance with UC Vaccination Programs Policy.
• CANRA (U13): Mandated Child Abuse Reporter.
• Misconduct Disclosure Requirement.