Academic Personnel Coordinator

Position Number: 40076955

Payroll Title: BLANK AST 3 CX (004722)

Job Code: 004722

Job Open Date: 9/9/26

Application Review Begins: 9/24/26

Department Code (Name): HASC (HSSB ADMIN SUPPORT CENTER)

Percentage of Time: 100

Union Code (Name): CX-Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.82 to $32.27/hour. 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 $30.82 to $44.16/hour.

Work Location: Humanities And Soc Sci Bldg - 4001

Working Days and Hours: 8:00 a.m.-5:00 p.m., Monday-Friday

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.

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:

As a member of the HSSB Administrative Support Center (HASC), and under the supervision of HASC's Academic Personnel & Financial Services Manager, the Academic Personnel Coordinator administers all academic personnel activities for the Department of Classics and the Department of East Asian Language & Cultural Studies. This individual is responsible for complex academic merit and promotion cases (under 20 ladder faculty in East Asian, under 10 ladder faculty in Classics) , faculty recruitment and appointment cases, recruiting and hiring temporary Lecturers (5-10 per year), 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 and campus Red Binder. This individual will work closely with faculty, the department Chair, and College of Letters & Science academic personnel analyst. This position requires incredible initiative, ability to work independently, multi-tasking, attention to detail, confidentiality, sound judgement, and decision-making skills.

Required Qualifications:

• Bachelor's Degree or equivalent combination of education and/or relevant work experience
• Experience using Microsoft Office (Word, Excel, PowerPoint, Publisher), Google Applications (Calendar, Forms, Sheets, Docs, and Drive)
• Requires strong organizational skills and the ability to handle multiple tasks under pressure of deadlines and frequent interruptions
• Possess excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail
• Able to exercise good judgment, common sense, and discretion, while providing careful attention to detail
• Ability to prioritize multiple tasks with minimal supervision; set boundaries and adhere to them
• Creatively problem-solve
• Ability to work effectively and cooperatively as a staff team member, and to work well with faculty members
• 1-3 years Experience providing quality customer service in a professional environment
• 1-3 years Proven experience as an administrative professional

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 50% Merits and Promotions - With considerable initiative and independence, this position is responsible for 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 Chair, members of the ladder faculty, scholars in other academic departments, and staff. * Tracks and notifies faculty of their eligibility for advancement. * Guides Chair, 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. Serve 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 materials are provided by faculty in accordance with internal 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 all related matters and works with those offices and the Department Chair to interpret University policies.
• 30% Temporary Academic Appointments - Working under the general direction of the Academic and Financial Services Manager, this position is responsible for employing all lecturers and visiting professors (approximately 5-10 per year). 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 Bargaining guidelines, Instructional Workload Equivalencies, and curriculum plans to insure accuracy in employment. * Coordinates with HASC student affairs staff when hiring of temporary faculty. * Works effectively with the Dean's Office to facilitate the appointment of temporary faculty.
• 10% Recruitment - Under supervision of the Chair of the Department, Search Committee, and the Academic Personnel and Financial Services Manager, this position coordinates all aspects of search and recruitment details for new ladder faculty positions utilizing UC Recruit for all facets from planning to selection. 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. * Responsible for confidential files from 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. * Works closely with Academic Personnel and Financial Services Manager, and Financial Assistant for funds availability and payment of expenses. * Contacts and schedules candidates' campus visits. Arranges travel/accommodations for candidates during interviews. Works with the Search Committee Chair to not only create interview itineraries, but also ensure equality between them. * 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. * Prepares summary recruitment report on new faculty hiring(s). * Works directly with OISS to obtain proper visas for new hires if necessary. * Serves as the main point 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. * Communicates new hire details to other HASC staff to ensure smooth onboarding of new candidates.
• 5% Payroll Management - * Handles new hire paperwork. 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, Faculty Housing Allowances, and more. Collaborate with History Finance Analyst regarding transfer of funds for these expenses.
• 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, 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. *Communicates and coordinates with faculty on all relative deadline including leave requests (sabbatical, special, medical and other). * 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:

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 University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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