Undergraduate Program Coordinator

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 10/10/2024

Application Review Begins: 10/25/2024; open until filled

Department Code (Name): ANTH (Anthropology)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2 - Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

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

Work Location: HSSB 2001

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) after probationary period.

Special Instructions

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

Department Profile

https://www.anth.ucsb.edu/

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Brief Summary of Job Duties

Under general supervision of the department Business Officer, the Undergraduate Program Coordinator at the Anthropology Department of UCSB plays an indispensable role in ensuring the smooth functioning of the undergraduate program. Serving as the primary source of academic advising, this position provides vital information to enrolled, transfer, and prospective Anthropology major and minor students. The coordinator is entrusted with a range of responsibilities from class scheduling, assisting with petitions and their subsequent processing, to meticulous data tracking. Acting as a vital communication bridge, they liaise between the College of Letters and Science, the Anthropology department, students, and faculty to ensure accurate dissemination of policies. Furthermore, the coordinator stands as an invaluable resource to the department Chair, Faculty Undergraduate Advisor, Business Officer, and other faculty regarding student affairs and curricular procedures. Their responsibilities also encompass the coordination of the quarterly schedule of class submission, crafting the annual general catalog copy, and ensuring master course approvals are in order. The role demands an eye for detail as they order textbooks, process teaching evaluations, maintain and post timely updates to the undergraduate listserv, and manage the department's social media channels. In their diverse set of tasks, they also coordinate undergraduate events, schedule rooms, and oversee the hiring process for undergraduates.

Required Qualifications

• High level of administrative and organizational skills and the ability to handle multiple tasks with interruptions, as well as meet deadlines.
• High School Diploma or GED.
• 1-3 years of administrative experience.
• Strong interpersonal skills working with a diverse group of people.
• Excellent oral and written communication skills.
• Ability to act professional at all times, including when dealing with sensitive issues.
• Ability to think creatively when finding solutions to problems.
• Must be able to establish priorities, perform effectively under pressure, and adapt to changing needs and issues.
• Must be detail oriented with a high degree of accuracy.

Preferred Qualifications

• Prior counseling, advising or related skills experience.
• Bachelor's Degree or equivalent experience and/or training.
• Prior experience working in a fast paced environment within higher education.
• Experience with working with faculty, curriculum planning and student affairs.
• Experience working in a diverse academic setting.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Undergraduate Affairs and Advising 40%: Provides academic advising to enrolled, transfer, and prospective Anthropology majors and minors, including degree requirements, academic planning, transfer coursework, independent studies, internships, and the senior honors thesis program. Maintains knowledge of resources available to students from university offices such as the College of Letters and Science, Registrar's Office, Counseling and Career Services, CLAS, and the Office of Admissions. Refers students to these resources as appropriate. Keeps abreast of changes in policies and procedures as liaison with these offices and conveys information as needed to department staff and faculty involved in undergraduate affairs. Works with Admissions and Outreach within departmental policy to update articulation agreements on major requirements in conjunction with the Office of Relations with Schools and the College of Letters and Sciences. Maintains undergraduate student files and monitors student progress using AAA. Assists Faculty Undergraduate Advisor in determining applicability of transfer and EAP coursework to the major. Reviews and processes major petitions on behalf of students including change of major and course substitutions or waivers. Provides information to students on the minor program, including requirements and processes. Responsible for department clearance of graduating majors, verifying that all requirements for the B.A. in Anthropology have been met. Liaison with Registrar on graduation issues. Participates in informational and orientation programs for new, prospective and transfer students, as well as other outreach activities. Assures information on the undergraduate program posted on the department website is current. Promotes department honors thesis program to students, assists with application process, maintains honors files and thesis archives. Generates and provides statistical information to department Chair and faculty for annual student award decisions. Organizes annual department graduation tea and awards ceremony.

Scheduling 20%: Updates the department's entry in the UCSB General Catalog. Works with the Chair, Business Officer and Registrar to keep Master Course Approvals current, preparing requests for new courses, changes in current courses and hibernating/discontinuing courses as appropriate. Makes sure pre-requisites are accurate and reviews courses for General Education Requirement satisfaction. Maintains related fields list encompassing courses from over 15 other departments. Works closely with the Business Officer and Chair to submit quarterly schedule of classes that reflect faculty teaching requests and programmatic needs outlined in curriculum plan. Determines days and times for courses, submits schedule, requests rooms. Schedules department-owned class and conference rooms for courses and maintains sign-out book for these rooms to avoid time conflicts.

Analysis and Reporting 20%: Processes and makes use of information and statistical data from administrative units (Registrar, L&S, Information Systems, etc.). Monitors changes in policies and procedures and incorporates them into departmental practices as appropriate. Communicates regulations for faculty, students, and other staff. Generates and maintains surveys, statistics, and reports for undergraduate program and related curricular matters. Provides regular and ad hoc reports as requested to assist in advising, curriculum planning and preparation of the quarterly schedule of classes. Prepares data for projections for long-range planning through analysis of past course offerings, including combinations of courses offered each quarter, enrollment statistics and trends, demand statistics, degree requirements, related fields, as well as anecdotal information from students. Provides historical information during changes of faculty advisors and committee members. Using STAR, submits the quarterly Instructor Workload report (IRAL) on-line.

Instructional Administration 15%: Processes undergraduate grade changes, incomplete grades, and extensions. Coordinates quarterly distribution and processing of student evaluations of faculty and teaching assistants and maintains archive. Orders textbooks and desk copies for all Anthropology courses. Obtains rooms for special events, optional discussion sections and review sessions, Disabled Students Program exam needs, guest lectures, and other departmental activities. Compiles current teaching and office hour information for bulletin boards and circulation. In consultation with the Faculty Undergraduate Advisor and Business Officer, prepares the Department's entry in the UCSB General Catalog, updating the contents and course descriptions as needed, rewrites sections of the narrative, and updates all departmental handouts as necessary. Serves as departmental Education Abroad Advisor, reviews and approves EAP students' study plans. Works closely with the Office of Relations with Schools and other information offices in talking with prospective students and counselors from high schools and other colleges. Serves as a liaison to all community college advisors. Within departmental policy, develops articulation agreements on major requirements in conjunction with the Office of Relations with Schools and the College of Letters and Science. Works closely with the Faculty Undergraduate advisor and College of Letters and Science to formulate and update College major sheets. Miscellaneous duties as assigned.

Departmental Support 5%: Maintains department key database; checks out and retrieves keys, orders keys as needed, reconciles records with campus Lockshop as needed. Serves as Department Safety Representative. Hires undergraduate student workers, including entry in Kronos (online time-keeping system) and approval of bi-weekly timecards. Maintains current, detailed job manual and description.

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.

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