Academic Personnel Coordinator

Position Number: 40070978

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 9/2/25

Application Review Begins: 9/17/25

Department Code (Name): ANTH (ANTHROPOLOGY DEPT)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

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 $29.35 to $30.73 per hour. 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 $29.35 to $42.06 per hour.

Work Location: Humanities And Soc Sci Bldg - 2001A

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions: No hybrid during 6 month probationary period. One day per week upon permanent hire at department discretion.

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

Department Marketing Statement: Anthropology is the study of humankind in the broadest sense. Our faculty and PhD students specialize in three subfields: archaeology, sociocultural anthropology, and Integrative Anthropological Sciences (evolutionary, biological and cultural). We offer BA degrees with an emphasis in archaeology, biological anthropology, sociocultural anthropology and a general anthropology degree covering all emphasis subfields.

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Brief Summary of Job Duties:

Under general supervision the Academic Personnel Coordinator administers all academic personnel activities for the Department of Anthropology. Working under the general supervision of the Business Officer, is responsible for assisting the Chair and Business Officer in executing their duties and responsibilities as they relate to academic personnel. Is responsible for a high volume of complex academic merit and promotion cases, faculty recruitment and appointment cases, recruiting and hiring temporary lecturers and occasional postdoc and other research appointments, UCPath hiring and other transactions, UC Recruit and additional compensation. Additional responsibilities include working with the Office of International Students and Scholars on visa requests, assisting visiting scholars, facilitating leave requests, and maintaining a working knowledge of the campus Red Binder. Works closely with faculty, the department Chair, the Business Officer, and College of Letters & Science academic personnel analysts.

Qualifications:

Required Qualifications:

• High School Diploma or equivalent experience
• Strong organizational skills.
• Ability to handle multiple tasks under deadlines, periodic heavy workloads, and interruptions.
• Excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail.
• Attentiveness to confidentiality standards
• Ability to exercise good judgment, common sense, and discretion, while providing careful attention to detail.
• Ability to work with minimal supervision, solve problems creatively and be resourceful.
• Ability to work effectively, independently, cooperatively as a team member, and to work well with faculty members.
• Proficiency using BOX, Google Docs and Sheets

Preferred Qualifications:

• Preferred or equivalent combination of education and work experience in a higher education setting. Bachelor's Degree.
• 1-3 years Experience in a UCSB academic department
• 1-3 years Experience with UCPath, UC Recruit, AP Folio
• 1-3 years Academic personnel experience
• Ability to work in a large open office setting.

Special Conditions of Employment:

• Satisfactory criminal 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:

• 45% Merits and Promotions - With considerable initiative and independence, is responsible for administering the merit and promotion process for ladder ranking faculty, continuing lecturers and other academic appointees. Uses a high degree of autonomy and critical thinking iwhen coordinating the review process. The incumbent: -Establishes and maintains professional relations with the department Chair, ladder faculty, scholars in other academic appointments, and staff. -Tracks and notifies faculty of their eligibility for advancement. -Guides Chair, faculty, personnel and ad hoc committees in adherence to policies and procedures, and meeting all deadlines. -Collects material and reports for case files including faculty dossiers. -Reconciles publication lists and documents provided by ladder faculty in support of merit and promotion cases. Careful analysis is required to ensure materials are properly categorized and accounted for. -Solicits extramural letters for personnel cases in compliance with established policies and procedures. Serves as the main point of contact for the outside reviewers, and coordinates with them to ensure that they have all necessary materials to conduct a review and that they meet established deadlines. -Tracks status of cases and ensuring that materials are provided by faculty in accordance with internal deadlines. -Provides critical review, editing and provision of constructive feedback on case documents to ensure compliance with campus regulations and policies; reconciling discrepancies between previous review and current review case materials. -Organizes and maintains secure and confidential paper and electronic files. -Ensures all procedural safeguards have been followed and documented. -Ensures timely submission of personnel cases via AP Online System. -Serves as departmental liaison with the Dean's Office and Academic Personnel on all related matters and working with those offices and the Department Chair to interpret University policies.
• 20% Ladder Faculty Recruitment - Under the general supervision of the Chair of the Department, Search Committee, and Business Officer, coordinates all aspects of search and recruitment details for new ladder faculty positions utilizing UC Recruit for all facets from planning to selection. The incumbent: -Works with Department Chairs, Search Committee and Manager to develop recruitment plan. Serves as liaison to Search Committee and administrative control points. -Obtains Dean and OEO approvals and submits advertisements in timely fashion to appropriate publications and venues (websites and lists). -Maintains compliance with Equal Opportunity and Affirmative Action policies and procedures in recruitment and appointment of faculty. -Responsible for confidential files from each candidate in every search. -As needed, creates reports on search files for Search Committee(s) review. -Works closely with Business Officer and Financial Assistant for funds availability and payment of expenses. -Contacts and schedules candidates' campus visits. -Works with Search Committee to schedule appointments, showing discretion and sensitivity to candidate's needs and answers questions as needed but also ensure equality between them. -Works directly with OISS to obtain proper visas for new hires if necessary. -Serves as the main point of contact for the final candidates, and for the candidate selected for the position. Ensures that Department Chairs and the Search Committee follow UC guidelines and policies throughout the entire process. -Handles new hire paperwork for faculty. Ensures accurate and timely entry of payroll entries in UCPath for faculty in accordance to UC policies and official memos from the Dean's Office, Academic Personnel Office, and/or higher campus offices. Makes corrections and adjustments when necessary.
• 20% Temporary Faculty Recruitment - Working under the general supervision of the Business Officer, is responsible for employing all lecturers and visiting professors (approximately 6 per year). This requires creating recruitments via UC Recruit, managing applicants, working with Business Officer regarding curricular needs and the search committee, and processing reports for selected applicants. The incumbent: -Creates and advertises positions utilizing UC Recruit in accordance with campus and UC wide guidelines. -Works with Search Committee to identify finalists. -Communicates with temporary faculty appointees to gather all necessary documentation required for their appointment. -Prepares appointment forms to initiate hiring of temporary faculty. -Works effectively with the College of Letters and Science and the Dean's Office to facilitate the appointment of temporary faculty. -Handles new hire paperwork for temporary lecturers. Ensures accurate and timely entry of payroll entries for temporary lecturers in UCPath.
• 15% Other Administrative and AP Duties - -Provides administrative support during the Academic Personnel review cycle as well as support to the Department's main office and staff. -Handles other personnel duties as needed including hiring postdocs and other academic positions in UCPath; tracking sabbatical leave credits and usage of these credits during a leave; preparation of leave request forms, etc. Gathering and maintaining files of faculty teaching evaluations and confidential faculty files. Processes time sensitive Summer Salary payments, Faculty Housing Allowances, and others. -Communicates and coordinates with faculty on all relative deadlines including leave requests (sabbatical, special, medical and other).

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 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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