Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 05/03/2024

Application Review Begins: 5/20/2024; open until filled

Department Code (Name): HASC (HSSB Administrative Support Center)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $27.29 - $28.58/hr.

Full Hourly Range: 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 hourly range for this position is $27.29 - $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 - $28.58/hr.

Work Location: 4001 HSSB

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

Benefits Eligibility: Full Benefits

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

Special Instructions

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

Department Marketing Statement

The HSSB Administrative Support Center (HASC) is a dynamic administrative unit that supports the Departments of Classics, East Asian Languages & Cultural Studies, History, and Religious Studies. HASC provides the following services for our four academic departments and affiliated centers: undergraduate and graduate advising and program coordination; financial management of operational, programmatic, and research funds; academic recruitment and personnel administration; and technology support.

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 and why You Belong at UC.

Brief Summary of Job Duties

Under the general supervision of the Academic and Financial Services Manager and working collaboratively within the HASC unit, the Academic Personnel Coordinator is responsible for the administrative coordination and processing of academic merit and promotion cases, faculty recruitment and appointment cases, recruiting and hiring temporary faculty (25-30 per year) and other essential Academic Personnel duties, including payroll preparation. All duties require confidentiality, diplomacy, sound judgment, analytical and decision-making skills. These duties also include keeping abreast of Academic Personnel Manual (APM) and Red Binder policies and procedures, and ensuring that all cases and recruitments are in compliance. Works in conjunction with the Office of International Students and Scholars (OISS) to process visa documentation as required and serves as primary contact for visiting scholars. Utilizes detailed knowledge of relevant policies and procedures from the campus Office of Research in preparing postdoctoral and other research appointments. Works in conjunction with faculty, department Chairs and Manager on facilitating special leave requests.

Required Qualifications

* Excellent written and verbal communication skills.

* Ability to work independently to perform detailed and accurate work while meeting critical deadlines.

* Must be customer service-oriented and able to work with interruptions.

* Ability to perform within a diverse work environment.

* Strong computer experience using MS Office and Google Workspace.

Preferred Qualifications

* Experience in a UCSB academic department.

* UCPath, UC Recruit, AP Folio, and academic personnel experience.

* Completion of Academic Personnel Certification Program.

Special Conditions of Employment

* Satisfactory conviction history background check

* UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

60% Merits and Promotions - With considerable initiative and independence is responsible for administering the merit and promotion process for ladder ranking faculty. A high degree of autonomy is required when coordinating the review process. This includes: * Establishing and maintaining effective relations with the department Chair, members of the ladder faculty and staff. 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. * Tracking and notifying faculty of their eligibility for advancement. * Guiding Chair, faculty, personnel and ad hoc committees in adherence to policies and procedures. * Collecting material and reports for case files including faculty dossiers. * Reconciling publication lists and documents provided by ladder faculty in support of merit and promotion cases. * Soliciting extramural letters for personnel cases in compliance with established policies and procedures. Communicating and coordinating with outside reviewers. * Tracking status of cases and ensuring that materials are provided by faculty in accordance with internal deadlines. * Proofreading and critical review of case documents to ensure compliance with campus regulations and policies; reconciling discrepancies between last review and current review case materials. * Organizing and maintaining secure and confidential paper and electronic files. * Ensuring all procedural safeguards have been followed and documented. * Ensuring timely submittal of personnel cases via AP Online System.

25% Temporary Faculty Appointments - Working under the general direction of the Academic and Financial Services Manager is responsible for employing all lecturers, visiting professors and teaching associates (approximately 25 to 30 per year). Duties include: * Advertising positions in accordance with Office of Equal Opportunity and OISS guidelines. * Receiving and responding to applications and establishing and maintaining files. * Preparing appointment letters utilizing Unit 18 guidelines for Instructional Workload Equivalencies to initiate hiring of temporary faculty. * Preparing summary of EOE recruitment report on quarterly appointments. * Communicating with student affairs staff of hiring of temporary faculty and Associates and providing information for getting instructor numbers.

10% Recruitment - Under supervision of the Chair of the Department, Search Committee, and the Academic and Financial Services Manager, coordinates all aspects of search and recruitment details for new ladder faculty positions. This may also include non-senate faculty positions. Duties include: * Works with Department Chairs, Search Committee and Manager to develop recruitment plan. Serves as liaison to Search Committee and administrative control points. * Obtains Dean & OEO approvals and submits advertisement 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. * Establishes and maintains confidential electronic and/or paper files for each candidate in every search. * Prepares and sends letters acknowledging receipt of various materials for each applicant's file. * Creates reports on search files for Search Committee(s) review. * Prepares Request for Recruitment Travel Funds. * Works closely with Academic and Financial Services Manager and Financial Assistant for funds availability and payment of expenses. * Prepares Requests for Entertainment Expense in accordance with UC policies and procedures. * Contacts and schedules candidates' campus visits. Arrange for travel/accommodations for candidates during interviews. * Works with Search Committee to schedule appointments, showing discretion and sensitivity to candidates needs and answers questions as needed. * Schedules meetings, lectures, receptions for candidates during interviews. *Prepare summary recruitment report on new faculty hiring(s). * Works directly with OISS to obtain proper visas for new hires if necessary.

5% Other Administrative 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 by the Academic and Financial Services Manager, including maintaining applicant pool for ongoing Lecturer positions; tracking sabbatical leave credits and usage of these credits during a leave; preparation of leave request forms, etc. Gathering and maintaining files of faculty and student teaching evaluations. * Serves as one of the ASC's Visa Specialists. Is knowledgeable of visa types, policies, regulations, and procedures. Works with the Office of International Students and Scholars to ensure that faculty, lecturers, and students have proper visa documentation and processes necessary paperwork accordingly.

UC Vaccination Programs Policy - With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.

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:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations - With Interim Amendments

* 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 more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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