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Academic Personnel Coordinator

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Santa Barbara, United States University of California, Santa Barbara Full time

**Job Code**:004722

**Job Open Date**: 6/20/24

**Application Review Begins**: 7/8/24; open until filled

**Department Code (Name)**: MUSC (MUSIC DEPT)

**Percentage of Time**:100%

**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**: $27.29 to $28.58/hr.

**Work Location**:Music - 301

**Working Days and Hours**: M-F; 8:00-5:00

**Benefits Eligibility**: Full Benefits

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

**Special Instructions**:
**Department Marketing Statement**:
**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 Chief Administrative Officer, with additional guidance provided by the Department Chair, the Academic Personnel Coordinator independently organizes, plans, coordinates and manages the department's Academic Personnel activities such as faculty and academic recruitment, academic employee HR, UCPath payroll, and the academic merit and promotion review process. Performs other related duties as assigned.

**Required Qualifications**:

- High school diploma or GED.
- Possess excellent written and verbal communication skills.
- Possess the ability to analyze an issue.
- Possess the ability to research procedures and policies, and use good judgement to implement policy.
- Working knowledge and familiarity with computers and the ability to learn and utilize new systems, software, and programs.

**Preferred Qualifications**:

- 1-3 years of work experience in an administrative or office setting.
- Bachelor's Degree or equivalent experience and/or training.

**Special Conditions of Employment**:

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

**Job Functions and Percentages of Time**:
70% Academic Personnel Coordination - Responsible for providing administrative support for all Academic Personnel functions including, but not limited to, recruitment, appointments, excellence reviews, merits, promotions, leaves, and retentions. Responsible for staying informed and advising the Chair, Chief Administrative Officer (CAO), and management team of relevant policies or changes to policies. Acts in an advising capacity to the Chair and CAO and various committees charged with academic personnel items. Notifies faculty members of changes to academic personnel policy and processes. Contacts faculty members and other non-student academic employees regarding eligibility for merit and/or promotion and meets with them, the Department Chair and CAO in order to go over options and considerations, as well as answer questions and serve as a resource. Assembles case materials, ensuring that everything needed is included, and reviews all materials, notifying the Chair and CAO of any identified issues requiring their attention. Attends and helps coordinate faculty meetings and the department vote. Ensures that all relevant procedures are followed, performs additional duties as needed, and submits all cases and materials by the deadline. Maintains the faculty and Lecturer personnel files and the electronic storage of items in accordance with practice and policy. Coordinates and processes all faculty leaves including sabbatical leave and processes all summer salary additional compensation. Communicates with other offices and staff across campus, coordinating as necessary. Serves as the departmental point of contact for Immigration, Visa, and OISS issues relating to faculty. Responsible for all UCPath payroll personnel actions in relation to all faculty and non-student academic employees.

**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 Vaccinations 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, please visit:
- _Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a Unive