Job Code: 4722
Job Open Date: 6/21/2023
Application Review Begins: 7/7/2023; open until filled
Department Code-Name: PASC - Phelps Administrative Support Center
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Percentage of Time: 100%Collective Bargaining Unit (CBU): CX (Clerical)
Grade Type/Grade: PSS
FLSA Exemption Status: Non-Exempt
Work Location: Phelps-5209; eligible for remote/hybrid
Budgeted/Hiring Hourly Range: $26.09 - $27.32/hr.
Full Salary 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 salary range is $26.09 to $37.40/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $26.09 to $27.32/hr.
Days/Hours: Monday -Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Department Marketing Statement
The Phelps Administrative Support Center (PASC) at the University of California, Santa Barbara (UCSB) provides administrative services for faculty and students in the departments of French & Italian, Germanic & Slavic Studies, and Spanish & Portuguese and the programs of Comparative Literature and Latin American & Iberian Studies. This position provides administrative assistance and financial support to the faculty and students in the Comparative Literature Program and in the Departments of French & Italian and the Germanic and Slavic Studies ensuring that the mission and goals of each department are met with attention to detail and effectiveness. We value diversity in expertise, backgrounds, needs, and experiences, and aim to see diversity reflected among our residents and visitors.
Brief Summary of Job Duties
As a member of the Phelps Hall Administrative Support Center (PASC), and under the supervision of PASC's Financial & Academic Services Manager, the Academic Personnel Coordinator administers academic personnel activities for a total of five departments and programs (French & Italian, Germanic & Slavic Studies, Spanish & Portuguese, Comparative Literature and Latin American & Iberian Studies). This individual is responsible for complex academic merit and promotion cases, faculty recruitment and appointment cases, recruiting and hiring temporary Lecturers, payroll, and occasional postdoc and other research appointments. Responsibilities include working with the Office of International Student and Scholars on visa requests, assisting visiting scholars, facilitating leave requests in a timely manner, attending trainings, and maintaining a working knowledge of the Academic Personnel Manual, campus Red Binder and online systems. This individual will work closely with faculty, the department Chairs, and College of Letters & Science academic personnel analysts. This position requires incredible initiative, ability to work independently, multi-tasking, attention to detail, confidentiality, sound judgment and decision-making skills.
Required Qualifications
- Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Interpersonal and work leadership skills to provide guidance to academic employees.
- Bachelor's Degree or equivalent experience and/or training in a higher education setting.
- 1-2 years academic personnel related experience.
Preferred Qualifications
- Experience using UCPath.
Special Conditions
- UCSB is a Tobacco-Free environment.
- Satisfactory conviction history background check.
Job Functions/Percentage of Time/Duties
Order of Importance /Function /Duties/ % TIME
1) 50% - Merits and Promotions: Administers administering the merit and promotion process for ladder ranking faculty, Continuing Lecturers and other academic appointees. A high degree of autonomy and critical thinking is required when coordinating the review process. This includes: * Establishes and maintains effective professional relations with the department Chairs, members of the ladder faculty, scholars in other academic departments, and staff. * Tracks and notifies faculty and lecturers of their eligibility for advancement. * Guides Chairs, faculty, personnel and ad hoc committees in adherence to policies and procedures, and meets 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 in a timely manner. 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 ensures that case materials are provided by faculty in accordance with established internal departmental deadlines. * 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 submittal of personnel cases via AP Online System. * Serves as departmental liaison with the Dean's Office and Academic Personnel on related matters and works with those offices and the Department Chairs to interpret University policies
2) 30% - Temporary Academic Appointments: Working under the general direction of the Financial and Academic Services Manager, this position is responsible for employing all lecturers, visiting professors and scholars. This may also require creating recruitments via UC Recruit, managing applicants, and processing reports for selected applicants. Duties include: * Create and advertise positions utilizing UC Recruit in accordance with campus and UC wide guidelines. * Respond to applicants, establishing and maintaining files. * Communicate with temporary faculty appointees to gather all necessary documentation required for their appointment. * Prepares appointment forms to initiate hiring of temporary faculty. Utilizes Unit 18 Collective 30% Bargaining guidelines, Instructional Workload Equivalencies, and curriculum plans to insure accuracy in employment. * Coordinates with PASC student affairs staff when hiring of temporary faculty. * Works effectively with the Dean's Office to facilitate the appointment of temporary faculty.
3) 10% - Recruitment: Under supervision of the Chairs of the Department, Search Committee, and the Financial and Academic Services Manager, this position coordinates all aspects of search and recruitment details for new ladder faculty and non-senate faculty positions utilizing UC Recruit for all facets from planning to selection. Duties include: * Works with Department Chairs, Search Committee and the Financial and Academic Services Manager to develop recruitment plan. Serves as liaison to Search Committee and administrative control points. * Obtains HFA Dean & OEO approvals and submits advertisement in timely manner 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 received from each applicant. * Prepares and sends letters acknowledging receipt of various materials for each applicant's file. * Creates reports on search files for Search Committee(s) review. * Serves as one of the points of contact for the final candidates, and for the candidate selected for the position. Contact with the selected candidate is necessary when creating their appointment case. * Ensures that Department Chairs and the Search Committee follow UC guidelines and policies throughout the entire process. * Prepares summary recruitment report on new faculty hiring(s). * Works directly with Office of International Students and Scholars (OISS) to obtain proper visas for new hires when necessary. Is knowledgeable of visa types, policies, regulations, and procedures. * Works closely with the Financial and Academic Services Manager and the Financial Analyst for funds availability and payment of advertising and visa expenses. * Updates the Financial and Academic Services Manager frequently on the progress and status of each recruitment.
4) 5% - Monthly Payroll Management: Onboards new and rehire academic employees. * Ensures accuracy and timely entry of payroll entries for faculty and other academic appointees 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. * Processes time sensitive Summer Salary payments. * Serves as one of the points of contact as UCPath initiator for all faculty and temporary academic appointments including creating and maintaining positions in UCPath (direct input). Advises and collaborates with the Financial and Academic Services Manager to resolve compensation and employment issues.
5) 5% - Other Administrative Duties: Handles other personnel duties as needed, including maintaining applicant pool for ongoing Lecturer positions; tracking sabbatical leave credits; preparation of leave request forms; and gathering and maintaining files of faculty teaching evaluations. *Communicates and coordinates with faculty on all relative deadlines including sabbatical leave requests. * Other duties as assigned by the PASC Director and Financial and Academic Services Manager.
Vaccinations Programs - Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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
- University of California Policy on Vaccinations – With Interim Amendments
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)
- 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
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