Academic Specialist, Global Programs Job Listing at University of California in Santa Barbara, CA (Job ID 65688)

Description

Job Posting Details

Working Title: Academic Specialist, Global Programs 
 

Payroll Title: Student Academic Advisor 3
 
Job Code: 004545 
 
Job Open Date: 2/29/24
 
Application Review Begins: 3/15/24; open until filled
 
Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q) 
 
Percentage of Time: 100%
 
Union Code (Name): 99 Non-Represented
 
Employee Class (Appointment Type): Staff (Career)
 
FLSA Status: Exempt 
 
Classified Indicator Description (Personnel Program): PSS 
 
Salary Grade: Grade 19 
 
Hiring/Budgeted Salary Range: $56,700 to $69,500/yr. 
 
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 for this position is $56,700 to $97,500/yr. The budgeted salary range that the University reasonably expects to pay for this position is $56,700 to $69,500/yr. 
 
Work Location: UCEAP 
 
Working Days and Hours: M-F; 8am - 5pm Pacific Time or similar schedule 
 
Benefits Eligibility: Full Benefits 
 
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) Fully remote, with onsite presence required for specific meetings/trainings may be considered. 
 
Special Instructions: 

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

The University of California Education Abroad Program (UCEAP) is committed to promoting excellence through diversity, equity, and inclusiveness. In keeping with the academic mission of the University of California, UCEAP recognizes that diversity is integral to the University's achievement of excellence and strives to create an environment that is welcoming for all. UCEAP upholds the principle of equal opportunity for all and adheres to the University of California Diversity Statement. Through international academic experiences, UCEAP inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program, supporting this mission and serving over 100,000 students across all 10 UC campuses and over 30,000 international exchange students. UCEAP typically has over 6,000 student participants annually and is active in over 40 countries worldwide. Sustained by strong academic excellence, spirited faculty collaboration and an interrelated support system, UCEAP produces future global citizens and thought leaders. www.uceap.universityofcalifornia.edu  

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: 
 

The Academic Specialist is an experienced professional who applies theory and puts it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. Applies knowledge and skills as a seasoned, experienced academic professional. Provides advice and recommends solutions which may apply to unique (not-clearly-defined) programs and issues without prior precedent. Reporting to the Academics Managing Supervisor, the Academic Specialist serves as the primary interface for academic matters within an assigned portfolio and is responsible for the accurate distribution of academic program information between the Systemwide Office of the University of California Education Abroad Program (UCEAP) and (a) UCEAP Study Center staff worldwide; (b) UC Campus Study Abroad Offices; (c) UC students participating in UCEAP; and (d) the UC campus registrars' offices. Communications with students primarily take place remotely (online and phone) rather than in person. Performs complex research, review, and analysis of host institution academic opportunities appropriate to UC undergraduate and/or graduate students and of UC, UCEAP, and host institution academic policies and procedures; and disseminates advising and recruitment information to indicated UC campus offices and academic departments. Manages the process by which credit earned abroad is applied to a student's UC record; advises Study Centers, Campus Study Abroad Offices, registrar offices, and students about UC and UCEAP policies pertaining to students' academic work and records in programs worldwide; and works to ensure that automation of these processes is as advanced and efficient as possible. Responsible for all academic information pertaining to a specified portfolio group within the approximate 6,000 student UCEAP participants each year, in over 40 countries worldwide. Works closely with the Associate Dean in implementing and archiving academic policies and procedures. Promotes UCEAP programs at occasional student fairs and campus events. Assembles and maintains program information, manages student registration information, and generates reports in a complex in-house database. Collaborates with IT and Marketing units on academic web and database issues and requests. 
 

Required Qualifications:

• Bachelor's degree in related area or equivalent experience and/or training. 
• 4+ years' experience in Student Affairs, including experience in student advising on academic matters, or equivalent combination of education, training, and experience. 
• Excellent verbal and written communication abilities. Skill in obtaining and conveying information clearly and with accuracy.
• Demonstrated ability to listen, learn, and build trust among faculty, staff, and students. Interpersonal skills, multicultural competencies, and ability to work with diverse populations. 
• Ability to work collaboratively and coordinate within a diverse, complex organization. 
• Excellent research skills and demonstrated history of critical analysis. 
• Advanced ability to identify, reason through, and develop original ideas to resolve problems and interpret and apply policy. 
• Thorough knowledge of higher education policies, procedures, and requirements. 
• Resourcefulness and creativity in drafting/recommending new policies and procedures to meet both University and UCEAP needs.
• Demonstrated ability to prioritize assignments to complete work in a timely manner. Skill in setting priorities that reflect the importance of job responsibilities adjusting them as circumstances change. 
• Ability to apply and/or adapt current procedures to an increasingly automated environment. 
• Proficient in Microsoft Office, including MS Teams and SharePoint or equivalent. 
• Previous experience with enrollment management systems, productivity, and database management software. 

Preferred Qualifications:

• Advanced degree in related field.  
• Experience in international education and program implementation. 
• Experience in program promotion and information sharing. 
• Complex database management. 

Special Conditions of Employment: 

• Satisfactory conviction history background check 
• UCSB is a Tobacco-Free environment 
• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Eligible for a hybrid work arrangement which may require presence at the UCEAP Systemwide Office for occasions such as leadership and staff meetings, delegation visits, training, study abroad fairs, etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.  

 
Job Functions and Percentages of Time: 

25% Student Academic Records Management and Supervision - Develops and implements procedures related to student academic records to maintain accuracy and efficiency. Provides academic supervision of extension petitions in cooperation with Program Specialists. Reviews academic General Petitions and implements appropriate action on behalf of the Associate Dean. Analyzes Retroactive Petitions and Petitions to Withdraw for adherence to policy and recommends appropriate action to the Associate Dean, Academics Managing Supervisor, Associate Program Director or Program Director as applicable. Supervises the processing of student registration, including course information, petitions, and grades for compliance with UC policy to ensure accuracy, consistency, and adherence to UC standards, including review and approval by the Associate Dean. Investigates discrepancies and other problems and implements solutions in coordination with the Associate Dean. Evaluates participation requirements and assigns final grades for special study internships. Monitors the UCEAP Master Course Catalog to ensure accuracy, consistency, and compliance with general UCEAP and individual program requirements. Catalogs all courses taken by UCEAP students abroad in compliance with the standards of UC campus registrars. 

20% Policy Development and Implementation - Develops, maintains, and applies UCEAP academic processes and procedures required for the implementation of and compliance with UCEAP and UC academic policies. Develops expertise on the academic policies and procedures of host institutions and reconciles the application of such policies to UCEAP and UC. Using expertise on UC and UCEAP standards, policies, regulations, and procedures, collaborates with UCEAP's Executive Director and Associate Dean on academic matters. Conducts research, recommends appropriate courses of action, and resolves problems or proposes resolutions to the Associate Dean and/or the Program Director in response to academic issues raised by campus departments, faculty, students, Job Standards, Study Centers, and Campus Study Abroad Offices. Maintains effective working relations with and knowledge of campus registrars and other campus bodies to ensure effective coordination of policy and widespread respect for UCEAP processes across UC. In collaboration with IT, works to continually streamline processes and forms to implement UC student registration abroad and to award academic credit efficiently to UCEAP students via UC campuses. Trains and orients new UC Faculty Directors, host institution faculty Liaison Officers, and Study Center staff on these processes. Establishes and maintains uniformity and continuity in procedures governing UCEAP-UC campus interactions in functions covered by the Academic Specialists. Serves as the principal resource on academic matters and carries out projects as assigned by the Program Director, Associate Program Director, Academics Managing Supervisor, and Associate Dean. Participates in the selection of new Global Programs staff and/or Study Center Personnel. 

20% Student Advising and Orientation - Researches and describes academic culture in respective countries and host institutions to prepare student participants for their academic experience abroad. Advises UCEAP participants about UC and UCEAP policies regarding their academic programs abroad; determines barriers and complications that may affect academic matters and advises accordingly. Responds to academic advising questions from students while they are abroad. Coordinates predeparture academic advising as needed with students, campus academic departments, college deans or provosts, Campus Study Abroad Offices, and UCEAP staff. Attends in-person campus study abroad fairs. Creates and participates in presentations for virtual recruitment events. Creates and participates in orientation webinars. Works closely with host institutions and study centers on resolutions for academic credit in crisis situations. Relays information on academic options to students and campus study abroad offices. 

15% Global UC Study Centers and Host Institutions - Manages communications with Study Centers and contacts at host institutions regarding academic aspects of programs and specific students, including analyzing situations, advising on policy and problem solving, acting as a liaison among appropriate UCEAP and UC campus officials as necessary, and ensuring timely receipt of academic documents, including course record requests, student petitions, and grades. Works with Study Center personnel as appropriate to identify and promote under-utilized opportunities for undergraduate and/or graduate study at host institutions. With assistance of Study Center personnel, updates and maintains accuracy of advising materials and outreach materials. For relevant programs, collaborates with Study Center personnel in the evaluation and promotion of opportunities for academic internships and independent research. Coordinates with the Associate Dean on issues and developments relating to academic matters and works closely with the Associate Dean on the review and/or approval of petitions and grades. In consultation with academic leadership, writes and updates academic policy manuals and other reference materials. Advises UC Faculty Directors, host institution faculty Liaison Officers, Study Center personnel, Program Directors, the Associate Dean, and Campus Study Abroad Office staff about UC and UCEAP policies pertaining to multiple aspects of students' academic programs and records in programs worldwide. Supervises collection and distribution of host institution academic information in electronic or traditional catalog form; the collection and archiving of academic materials produced by Study Center personnel; and the organization and maintenance of the UCEAP academic reference materials. 

15% Program Development, Evaluation, and Promotion - Reviews and analyzes proposed academic programs for compliance with UC and UCEAP academic policies and objectives. Recommends academic policies and procedures prior to implementation of new programs in collaboration with the Associate Dean; coordinates programmatic information with the program team, Program Director, and other UCEAP units; and participates in drafting relevant documents for new programs. Writes and updates country-specific academic program information in recruitment and advising materials, including the UCEAP website and guides. Facilitates student access to relevant academic information at partner institutions to promote student interest. Monitors existing programs for academic quality and other program-specific policies (e.g., unit evaluation methods, grade conversions, minimum loads, course structure and other specific program requirements). Provides analysis and summary of academic information for periodic program review by the Academic Senate's University Committee on International Education (UCIE). Collaborates with the Associate Dean to address academic issues. Researches course availability and/or recommended academic departments at host institutions. Makes this information prominently available to the program team, campus advisors, and academic departments. 

5% Joint Tasks and Responsibilities - Accepts special collaborative projects periodically as requested by the Program Director, Associate Program Director, Academics Managing Supervisor, or Associate Dean. Serves as a program expert for UCEAP and UC systemwide committees, task forces, special projects as assigned, and ongoing academic integration. Participates in planning and organizing of UCEAP events and activities and delivers presentations at conferences and meetings. Other duties as assigned. 

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: 
 
• UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information 
• University of California Policy on Vaccinations – With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy 
 
*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024. 
 
**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 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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