Academic Personnel Coordinator

Position Number: 40076093

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 1/7/25

Application Review Begins: 1/23/25; open until filled

Department Code (Name): GSED (DEAN, SCHOOL OF EDUCATION)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to 29.78/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. The full salary range for this position is 28.44 to 40.76/hr.

Work Location: Education Building, Rm. 4101

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations). This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Special Instructions:

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

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 supervision of the Academic Personnel Analyst, supports the overall cycle and administration of academic personnel matters, including faculty merits and promotions and recruitments; and processes financial transactions and reimbursements in the Gevirtz Graduate School of Education (GGSE). Interprets and applies academic personnel policies and ensures compliance with financial, purchasing, and other administrative policies. Adheres to the yearly merit and promotion case calendar and campus deadlines. Works with staff in the Dean's Office, Academic Personnel, Business & Financial Services and the Office of Equal Opportunity on academic personnel and recruitment matters collaborating with those offices to resolve policy interpretations on various cases. Works with the web-based bio-bib system. Assists with personnel and payroll processing. Maintains confidentiality regarding all activities. Utilizes discretion, sensitivity, and professional judgment in dealing with all situations. #LI-KA1

Required Qualifications:

• Ability to apply and interpret policies and procedures.
• Possess a high degree of professionalism.
• Possess excellent verbal and written communication skills and attention to detail.
• Ability to effectively communicate and work with all levels of the University community.
• Writing skills to draft persuasive text for a variety of audiences.
• Demonstrated organization, and problem-solving skills.
• High School diploma or GED.
  
  

Preferred Qualifications:

• Experience working in an office setting/administrative work.
• Bachelor's degree or equivalent experience and/or training.
• Knowledge of and ability to apply and interpret Academic Personnel policies and procedures.
• Knowledge of University of California system-wide and local campus Academic Personnel policies, union contracts, procedures, and practices.
• Proficient in the use of MS Office, Adobe Acrobat, internet and e-mail applications, UC Recruit, UCPath, AP Folio, Data Warehouse, Kronos, UC OATS, Qualtrics, Box.com, and the bio-bib portion of the GGSE Web Reporting Engine Database, including editing html code.
  
  

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 60% Merit and Promotion Process - With guidance and direction from the Academic Personnel Analyst, serves as point person for the merit and promotion process for ladder faculty, Unit 18, Academic Coordinators, and professional researcher series (approximately 20-30 cases per year). Critical thinking skills are required when coordinating the review process. This includes the responsibility to complete the following tasks: Reviews departmental procedures to assure compliance with campus regulations and policies regarding academic personnel. Establishes yearly merit and promotion calendar. Tracks and notifies faculty of their eligibility for advancement. Adheres to campus policies and regulations regarding academic personnel and that all procedural safeguards have been followed and documented. Ensures that personnel cases are accurately completed and forwarded to the College Analyst in a timely manner. Works with GGSE Student Affairs Office to ensure that Student Affairs and Course Databases have accurate and consistent information for incorporation into bio-bibs. Communicates changes that AP may require to bio bib template to ITG to make appropriate programming updates. Recommends improvements and facilitates enhancements and accuracy of the bio bib portion of the database. Ensures adherences to the yearly merit and promotion case calendar and campus deadlines. Requests, organizes and reviews evidence necessary for the reviewing committees, carefully reconciles all evidence in cases prior to submission to the administration to ensure consistency as well as continuity between previous year submissions. Collects extramural letters for personnel cases in compliance with established policies and procedures, including sending out packets, following up on late letters, and producing redaction of external letters for faculty. Schedules and attends PRC meetings. Prepares faculty ballots and records votes. Drafts and reviews all memos from Chair relating to the merit and promotion cases (e.g. final departmental recommendation letter, requests for extension of deadline; or if additional information is requested from outside reviewing agencies). Ensures all procedural safeguards have been followed and documented. Puts finishing touches and to correct inconsistencies on web-based bio-bibs.

• 20% Academic Recruitment - With guidance and direction from the Academic Personnel Analyst, provides support for all aspects of search and recruitment details for academic positions utilizing UC Recruit for all facets from planning to selection. Duties include: Prepares information packet for search committees, advises Chairs, and Assistant Dean on relevant policies and campus procedures. Compiles statistics for Summary of Recruitment Activities report. Prepares recommendation package to be forwarded to the Dean and EVC. Coordinates advertisements and ensures that approved search plans are met. Establishes and maintains applicant files and prepares spreadsheet summaries. Processes solicitation of extramural letters, drafts and conducts faculty ballots, and assists committee with review of job candidates. Works with the Department staff as necessary with travel itineraries and arrangements, colloquia, and meetings for candidates' campus visits. Acts as liaison with Office of International Students and Scholars regarding visas and recruitment of international applicants. Maintains compliance with Equal Opportunity and Affirmative Action policies and procedures in recruitments and appointments.

• 20% Financial Support - Processes financial transactions for purchasing, reimbursements, travel, honoraria payments, petty cash, entertainment, and memberships. Initiates purchases via Gateway and Flexcard. Ensures that orders are received and invoices are processed and paid in a timely manner. Maintains confidentiality regarding all activities. Utilizes discretion, sensitivity and professional judgment in dealing with all situations.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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 - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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

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'.