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Clinics & Centers Coordinator Job at University of California, Santa Barbara

University of California, Santa Barbara Santa Barbara, CA 93106

Job Information

  • Date Posted
    2025-08-21
  • Location
    Santa Barbara, CA 93106
  • Job Title
    Clinics & Centers Coordinator
  • Gender
    Both

Position Information

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 11/4/22

Application Review Begins: 11/22/22; open until filled

Department Code-Name: GSER - Graduate School of Education Research

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS

FLSA Exemption Status: Non-Exempt

Work Location: EDUCA-1159

Pay Rate/Range: Budgeted Range $26.09 - $27.32/hr.

Days/Hours: Monday-Friday, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Eligible for Remote Work: Hybrid after probation complete


Department Marketing Statement

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

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 general supervision of the Manager for Finance & Administration, is responsible for assisting with the administration of several clinics, centers, and their associated programs within the Gevirtz Graduate School of Education (GGSE). In consultation with and under the guidance of the Directors of the clinics and centers, coordinates and administers a wide range of activities in support of day-to-day operations. Acts as first point of contact to inquiries; maintains records, databases, and mailing lists; and supports meeting scheduling and other event arrangements based upon Directors requests. Monitors accounts and processes financial transactions including purchases, travel, and other expense reimbursements and payment requests. Clinic support includes responding to client inquiries and requests for billing documentation, administration of the client billing and payment system, managing and updating the electronic health records system, and maintaining security, appearance, and functionality of facilities. May supervise student employees.

Required Qualifications
  • Experience with word processing, spreadsheets, email, and other office productivity tools.
  • Experience with accounting, purchasing, and office management procedures.
  • Excellent time management skills and ability to multi-task with frequent interruptions.
  • Ability to organize, coordinate and prioritize workload and work independently under pressure of deadlines.
  • Ability to interpret and comply with complex policies and procedures.
  • Must have good attention to detail.
  • Ability to work well in a team environment and collaborate with other staff, students and faculty.
  • Must be sensitive regarding confidential information and exercise good judgment, tact and diplomacy.
  • High School Diploma or GED.


Preferred Qualifications

  • Bachelor's degree or equivalent training and/or experience.
  • Knowledge of fund accounting and/or UCSB's accounting structure.
  • Knowledge of UCSB processes, policies and procedures on finance, purchasing, travel, and entertainment and how to apply them.
  • Knowledge of UCSB campus systems such as Gateway, Data Warehouse, Web Travel, and Reimbursement applications.

Special Conditions of Employment

  • Satisfactory conviction history background check.
  • CANRA (U13): Mandated Child Abuse Reporter
  • UCSB is a Tobacco-Free environment.

Special Instructions

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

Job Functions/Percentage of Time/Duties

Program /Clinic Administration/50%

Often acts as the first point of contact for services or program inquiries. Responsible for providing a wide range of administrative support to Directors. Takes initiative in handling administrative office issues that need evaluation, improvement and/or problem resolution. Maintains confidentiality and compliance in all processes. Distributes mail and other correspondence or materials, answers telephones, and responds to voicemails and emails. Composes and disseminates memoranda using electronic documents. Maintains mailing lists, confidential records, and database via data entry of quarterly and annual reports of events. Assists with organizing and managing data collection. In consultation with the Directors, prepares timelines, calls for proposals, plans and supports committee and other group meetings.

Responsible for maintaining an up-to-date desk manual for this position as a resource for others. Attends meetings at Directors' request and takes meeting minutes as necessary. Responsible for interviewing, selecting and training student assistants as needed by Directors. Supervises and delegates student job duties. Schedules meetings and student shifts based on program needs and approves timecards.

Serves as the primary backup to the Hosford Clinic Coordinator for Clinic administration and support duties.


Financial Administration/25%

Tracks clinic and center budgets, keeps Directors updated on budget amounts, and works to ensure all spending stays within allocated budgets. Responsible for ordering, purchasing, receiving and documenting goods and services. Prepares travel and other reimbursement forms, travel prior approval forms and makes travel arrangements while ensuring that expenditures comply with campus policies and GGSE procedures. Prepares forms for honoraria payments to Fellows, guest speakers and Teacher Leaders. Prepares invoices for services and processes payments. Processes invoices, recharges payments, and follows up as needed with GGSE staff and/or UCSB central office staff to troubleshoot errors or delays. Follows all relevant policies for use of funds. Provides Directors budgetary status of available funds, as needed.

Events/Communications/25%

Working with the Directors, takes the lead on planning (in-person and virtual) program workshops, conferences, meetings, presentations, seminars, webinars, and other events. Coordinates room reservations or venue rental contracts, catering arrangements, publicity, payments and other logistics while ensuring adherence to University and campus policies and GGSE procedures. Acts as a liaison between presenters and programs. Also responsible for assembling educational materials and collecting evaluation surveys. Advises the Directors on the status of on-going programs and meetings.

Maintains several calendars for internal planning and other timelines and outward facing calendars for publicity purposes. Maintains documentation for future reference and for historical purposes. Supports communications and marketing for clinics, centers, and programs in consultation with the GGSE Communications Director. May be asked to coordinate communication on efforts between GGSE clinics, centers, and programs and various community and other partner organizations and their representatives, or the public. Develops materials and updates program web pages and social media accounts as needed.


Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment. (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
  • UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19
  • 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

The University of California 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

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.




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