Academic Personnel Coordinator

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 7/5/24

Application Review Begins: 7/22/24; open until filled

Department Code (Name): CMST (DEPARTMENT OF COMMUNICATION)

Percentage of Time: 50%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $28.44 /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 $28.44 to $40.76/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 /hr.

Work Location: Social Sciences & Media Studies - 4101

Working Days and Hours: Monday - Friday, 8am - 5pm inclusive (half-time)

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 UCSB Department of Communication is internationally known for its research and instruction in communication processes and effects. The program focuses on human interaction, especially its social impacts and practical applications. Our goal is to provide theoretically motivated, innovative, and methodologically rigorous research, teaching, and service. We aim to help students understand how messages are developed, interpreted, and exchanged to inform, influence, and connect across a wide range of social contexts and cultures.

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 Business Officer, assists with the full cycle of academic merits, promotions, recruitments, and appointments. Maintains all academic files, tracks eligibility of faculty for merits and advancements, prepares case files for review and analysis, and advises faculty on standard or routine policies and procedures. Responsible for payroll and employment actions for the department. Maintains working knowledge of University payroll policies and procedures. Acts as liaison between campus central administrative offices including Human Resources, Business and Financial Services, Graduate Division, and the Office of International Students and Scholars. Performs a wide range of duties that require initiative, ability to work independently, multi-tasking, attention to detail, confidentiality, sound judgment, and decision-making skills.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of experience working in an office setting.
• Strong organizational skills and the ability to handle multiple tasks under the pressure of deadlines and frequent interruptions.
• Ability to creatively problem solve.
• Ability to use discretion and maintain confidentiality.
• Strong proficiency in the use of computers, spreadsheet and database software, and various programs (Microsoft Office Suite, Google Workspace, etc.) to complete required tasks.

Preferred Qualifications:

• Associate's or Bachelor's Degree or equivalent training and/or experience.
• 1-3 years of work experience in a higher education setting.
• 1-3 years of experience in basic finance or equivalent experience.
• Knowledge of UCSB's academic processes, policies, procedures, and requirements.
• Excellent communication and interpersonal skills, assertiveness and diplomacy, ability to exercise good judgment, common sense and discretion, while providing critical attention to detail.
• Ability to work effectively and cooperatively as a staff team member and work well with faculty members and students.
• Working knowledge of UCSB administrative systems and applications, including AP Folio, UCPath, UC Recruit.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

70% Academic Personnel

• Assists with the processing, review, and administration of academic personnel matters. Prepares and maintains individual faculty personnel files both in departmental drive as well as in AP Folio. Maintains a broad and functional understanding of academic personnel policies and procedures. Organizes evidence necessary for reviewing committees and reviews all evidence prior to submission to ensure consistency with past submissions. In conjunction with Vice Chair, establishes yearly merit and promotion case calendar. Ensures all procedural safeguards have been followed and documented. Submits cases via AP Folio after Business Officer reviews the case and works with the College Analysts on making revisions as needed. Maintains sensitive, confidential, and non-confidential faculty files.
• Assists in the processing of faculty recruitment applications and serves as point of contact for new applicants. Runs recruiting reports and compiles data to enable analysts and faculty to assess applicants. Assists with placing advertisements, coordinating search committees and schedules, and arranging candidate visits and interviews. Tracks individual applicant packages through the review process. Works with Financial & Administrative Assistant to coordinate travel and other arrangements for applicants invited to the campus for interviews. Assists in the drafting of appointment letters. Assists in the preparation of appointment packages and employment documents for ladder and temporary faculty. Assists in drafting letters and preparing cases for lecturer, associate, visiting professor, visiting scholar, and affiliated appointments.
• Coordinates faculty leave administration. Using AP Folio, tracks faculty sabbatical leave credits, informs faculty of leave eligibility, and prepares and processes all sabbatical leave paperwork. Assists Business Officer with other leave processing such as medical leave, leaves of absence, etc.
• Works with faculty to facilitate departmental Visiting Scholar process. Serves as liaison between visitors and the Office of International Students and Scholars and uses UC Global to initiate Visa processing.

30% Payroll and Hiring

• Processes new and continuing appointments for faculty, staff, and students. Maintains and updates personnel information as required. Responsible for the accurate and timely input of transactions into the campus payroll and personnel system UCPath. Works with Financial & Administrative Assistant to manage employee timekeeping. Maintains various internal record-keeping systems (databases, spreadsheets) of the department personnel. Prepares and processes new hires into UCPath, assists with separation documents and check lists. Maintains comprehensive knowledge of UC and campus policies as they relate to personnel, payroll and benefits.
• Makes corrections and adjustments when necessary, processes time sensitive Summer Salary payments, Faculty Housing allowances, and more. Collaborates with the departmental Financial & Administrative Assistant regarding funding queries as they relate to employment. Responsible for completing I-9 verification, oath, and patent processes for all new employees in accordance with campus deadlines.

Policy on Vaccination Programs

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/

* 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 the UCSB Job site (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 and Notice of Availability of the UCSB Annual Security Report Disclosures