Undergraduate Program and Administrative Coordinator Job Listing at University of California in Santa Barbara, CA (Job ID 67048)

Description

Job Posting Details

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 04/02/2024

Application Review Begins: 04/17/2024; open until filled

Department Code (Name): AASP (ASIAN-AMERICAN DEPARTMENT)

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 $27.90/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 $27.29 to $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 to $27.90/hr.

Work Location: Humanities and Social Sciences Bldg. - 5044

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

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:

Asian American Studies at the University of California, Santa Barbara is an interdisciplinary department that offers a wide variety of intellectual ideas and approaches. We are also the very first academic department dedicated to the study of Asian Americans at a major research university, and the first department in the United States to offer a Bachelor of Arts degree in Asian American Studies.  

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 Undergraduate Program and Administrative Coordinator is primarily responsible for services related to undergraduate education in the Department of Asian American Studies. These include advising students in general about the Undergraduate Program, and then assisting those who wish to pursue a minor or a major in the Department. The Program Coordinator helps students file petitions with the College of Letters and Science, helps with degree progress checks and all other aspects of undergraduate advising. The Program Coordinator is responsible for communicating effectively the full range of policies and procedures pertaining to Undergraduate Education in the College of Letters and Science, as well as the full array of services available to students at the University to help them complete their degrees in a timely manner. The Program Coordinator is expected to work with the Department Business Officer, the Chair and members of the faculty, and all other members of the teaching staff to plan and implement programs related to student academic affairs, including student recruitment, retention, graduation, and post-graduate advising. Responsible for administrative tasks related to the Undergraduate Program, including the scheduling of classes (using Astra and Star - Gaucho Blue SIS), the full hiring process of Teaching Assistants and Teaching Associates (including use of UC Path), and the ordering and management of teaching resources, including books and other media. The Department Administrative Coordinator supports the Department Business Officer with other important tasks, including Recruitment, UC Path, the processing of financial reimbursements, the management of Flexcard and Gateway systems (for Department purchases), and the updating of the Department's web pages and applicable departmental social media accounts. Under direct supervision of the Department Business Officer, coordinates programmatic events with Peer Advisors and regularly schedule and attend meetings with them. Finally, the Administrative Coordinator assists with day to day front desk services such as answering phone calls, greeting and directing walk-in visitors, key check-out and mail disseminating. Position requires: excellent interpersonal and communication skills; ability to work effectively with a diverse group of staff, students and departments; ability to evaluate and analyze data and make recommendations; ability to organize and prioritize workload, work independently under pressure of deadlines, and handle multiple interruptions efficiently; and demonstrated experience with MS Word and Excel. Must exercise independent professional judgment, creative problem-solving skills, diplomacy, and an attitude supportive of students, staff and faculty. Must be able to work independently as well as a member of a team. Must comprehend and interpret regulations from various administrative offices for students, staff and faculty. Serves as alternate Department Safety Representative. Preferred requirements are: Bachelor's degree or equivalent combination of skills and experience; demonstrated counseling and advising skills; knowledge of UCSB and College of Letters and Science student affairs policies and procedures; experience with UCSB student data systems such as Academic Advising Assistant (AAA) and Student Access and Retrieval (STAR); experience with undergraduate advising; and experience supervising student workers (implementing Kronos).

Required Qualifications:

• High school diploma or GED.
• Excellent interpersonal and communication skills.
• Ability to evaluate and analyze data and make recommendations.
• Ability to organize and prioritize workload, work independently under pressure of deadlines, and handle multiple interruptions efficiently.
• Solid knowledge of Microsoft Office Suite and Google applications. 
• Must exercise independent professional judgment, creative problem-solving skills, diplomacy, and an attitude supportive of students, staff and faculty. 
• Must be able to work independently as well as a member of a team. 
• Must comprehend and interpret regulations from various administrative offices for students, staff and faculty.

Preferred Qualifications:

• Bachelor's Degree or equivalent combination of training and/or experience.
• 1-3 years of counseling and advising skills in a higher education setting.
• 1-3 years of supervising student employees in a higher education setting.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

60% Undergraduate Program Coordinator - The Undergraduate Program Coordinator will be apprised of all degree, major, and minor requirements for the BA in Asian American Studies, and to communicate the same to all students interested in the undergraduate program. The Undergraduate Program Coordinator should have excellent communication and interpersonal skills to help the wide range of students who visit the Department, including first-year students, transfer students, and advanced students wishing to add a major or a minor, or to change majors within a limited scope of time. The Program Coordinator runs progress checks and degree audits using systems designed by the College of Letters and Science, communicates all degree requirements for the University, including those for the General Education Program. The Program Coordinator shall be apprised of all student services designed to help students complete their degrees, including Campus Learning Assistance Services (CLAS), Educational Opportunity Program (EOP), and the Academic Advising Staff within the Dean of Undergraduate Education for the College of Letters and Science. The Program Coordinator is privy to sensitive and private student records and requires the Program Coordinator's clear understanding and compliance with the Family Educational Rights and Privacy Act (FERPA). 

15% Academic Personnel -TA hire - Primarily schedules classes, communicating with Office of the Registrar for class schedules and room assignments (using Astra and STAR - Gaucho Blue SIS); contacts publishers and other media resources to order books and other instructional materials assigned for coursework. Aids in disseminating campus wide the annual and quarterly call for Teaching Assistant (TA positions). Verifies students are eligible to accept a TA appointment. Prepares and distributes TA appointment letters, receives and tracks acceptance, then distributes supplemental information informing TAs of their job duties. Enters TA's into the payroll system in UC Path and assists with any payroll issues. Assigns space to TA's in Graduate Tower for office hours. Prepares and distributes TA evaluations and maintains historical files for the department. Consults with Graduate Division and Academic Personnel for policies pertaining to student academic positions. Assists the Department Business Officer of coordinating office space for all of the teaching staff, keeping records of enrollments, course syllabus, teaching schedules, and office hours. Quarterly manages all the instructor teaching evaluations for each class, recording Instructional Workloads and managing the Department's Institutional Records.

20% Department Administrative Coordinator - Maintains a broad and functional understanding of academic personnel policies and procedures; responsibilities include administrative processing of department recruitment for both permanent and temporary faculty positions using the online UC Recruit system, coordinating and advertising recruitment events, and assisting with travel reimbursement. Process employment hiring documents (such as I-9) for department hires and enters appointments in UC Path (payroll personnel system). The Department Business Officer is the Approver in UC Path. Process missed and additional payments, travel, entertainment, honorarium, vendor blankets, and other miscellaneous reimbursements for the Department. Assists the Department Business Officer and Chair to order and process supplies and other materials for general office use using Gateway and Flexcard. Manages and maintains records of the Department's audio-visual materials, books, and other instructional resources, and helps to maintain the office equipment assigned to the Department, including the copiers and printers. Contacts service provider if repairs are required. Assists with day to day front desk support services such as answering the Department's main phone line and otherwise all initial correspondence that comes to us by email or mail, key check out and mail disseminating. The Administrative Coordinator is expected to greet all visitors to the Department in a professional and courteous manner.

5% Other Responsibilities - Supports undergraduate education and assists the Department Business Officer, the Chair, and the faculty to publicize Department events, including colloquium, meetings, and outreach activities. Creates programming initiatives and events such as career panels for students. Maintains and updates all aspects of the department's program information on the Asian American Studies UCSB website. In consultation with the Department Business Officer, develops, creates, and maintains strong departmental media presence through social media. Responsible for major and minor list serve. Performs miscellaneous task requested by Department Business Officer and Department Chair. 

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.

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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