Academic Personnel & Administrative Assistant

University of California - Santa BarbaraSanta Barbara, California, United States

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Job ID

81735

Location

UCSB Campus

Full / Part Time

Full Time

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Job Posting Details

Position Number : 40075897

Payroll Title : BLANK AST 3 (004722)

Job Code : 004722

Job Open Date : 10 / 8 / 25

Application Review Begins : 10 / 23 / 25

Department Code (Name) : DRAM (DRAMATIC ART / DANCE DEPARTMENT)

Percentage of Time : 100%

Union Code (Name) : CX

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 $29.35 to $30.73 / 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 $29.35 to $42.06 / hour.

Work Location : Theater Dance West, Room 2523

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 :

The Department of Theater and Dance fosters an inclusive, vibrant and stimulating environment that encourages creative self-expression and critical thinking. Undergraduate programs include intensive, conservatory-style training for actors and dancers, as well as general degrees with a focus on Dance, Design, Directing, Playwriting, Theater and Community and Theater and Performance Studies. The department's nationally recognized and highly ranked graduate program offers a diverse array of interdisciplinary approaches to performance research within a global orientation. The department provides a lively forum for faculty to integrate teaching and research, at the cutting edge of their areas of expertise.

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 :

Provides analytical and administrative support to the Theater / Dance Chair and Chief Administrative Officer. Responsible for assisting the department in the duties and responsibilities related to academic appointments, faculty advancement, faculty recruitment, visitor appointments, donor relations, financial support, and a variety of other assignments. Deals with sensitive and confidential information requiring independent judgment and discretion, as well as excellent written, verbal, analytical and interpersonal skills.

Required Qualifications :

High School Dipolma and Bachelor's Degree or equivalent experience

1-3 years Administrative experience.

1-3 years Demonstrated experience organizing and managing events, and / or prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.

Preferred Qualifications :

1-3 years work experience in a higher-education setting

Excellent organizational and analytical skills.
Ability to manage confidential information.
Knowledge of academic personnel.
Strong customer service skills
Ability to work effectively and cooperatively as a staff team member, and to work well with faculty members
Excellent verbal and written communication skills, including active listening.
Critical thinking, multi-tasking, and time management skills.
Thorough knowledge of university administrative procedures and processes.
Thorough knowledge of basic computer office programs such as word processing, spreadsheet and database applications.

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 a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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 :

70% Academic Personnel - Advises chair on policies and procedures in academic personnel and recruitment matters according to the "Red Binder" (policy manual), Academic Personnel Manual (APM), Unit 18 Memorandum of Understanding, and system-wide Equal Opportunity guidelines. Researches and interprets and policy. Faculty Recruitment : Responsible for all aspects of the faculty recruitment process (both permanent and temporary). These duties include working with chair and department ad hoc committees to develop faculty recruitment plan and advertisement wording; arrange posting of advertisement in appropriate journals; administer recruitment in AP recruitment module (UC Recruit); and arrange travel / accommodations, meetings, reimbursements, and entertainment for job candidate's visits to campus. Faculty Appointments : Responsible for coordinating the appointments of permanent and temporary faculty and visitors within the department which involves preparation of appointment and employment paperwork required. Faculty Advancement : Responsible for facilitating the collection of all data and information relative to the advancement cases of department faculty and lecturers. Specific duties include notification of eligibility; working with chair to develop department timeline for review; assist with organizing ad hoc review committees; procuring information to prepare cases for external and internal reviewers; prepare requests for extramural evaluation and facilitates collection of evaluations; edits department recommendation letter ensuring compliance with policies and procedures; works closely with faculty and Chair to ensure all procedural safeguards are followed and deadlines are met. Academic Personnel Management : Organizes and maintains confidential and non-confidential faculty digital files. Coordinates the updating of annual bio-bibliographies and curriculum vitae. Coordinates faculty leaves. Academic Payroll : Prepares all online payroll actions in UC Path in partnership with UCSB AP Path. Backup payroll / personnel preparer for staff and student actions.

20% Financial Support - Processes financial transactions for purchasing, reimbursements, travel, honoraria payments, entertainment, and memberships. Initiates purchases via Gateway and Flexcard. Ensures that orders are received and invoices are processed and paid in a timely manner. Maintains confidentiality regarding all activities. Utilizes discretion, sensitivity and professional judgment in dealing with all situations.

5% Chair's Assistant - Provides primary support to the Chair of the department and is responsible for assisting the chair in executing their academic, administrative and development activities. These duties are varied and require knowledge of campus and UC policies and procedures as well as interpersonal skills in representing the chair's office. Maintains confidentiality in dealing with faculty, potential faculty, visitors, donors, students, and other campus and community representatives. Provides historical perspective and performs assignments which require significant knowledge of and commitment to the priorities of the department. Attends meetings of department faculty, then takes, transcribes and distributes minutes from these meetings for department approval. Other duties include scheduling department committee meetings requested by the Chair and by committee chairs; performs special assignments delegated by the Chair and department CAO such as polling faculty, researching information for memos and meetings and collecting data. Helps facilitate and organize reviews for the department, such as a Program Review Panel (PRP).

5% Development and Event Planning - May assist with planning and coordinating department outreach events involving potential donors. Acts as part of liaison team, in concert with Chair, between the department and college development office concerning development initiatives. Creates all thank you donor letters for the department in liaison with the Chair and Vice-Chair.

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 - 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.

Reasonable Accommodations :

The University of California endeavors to make accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at or email . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status : If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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Administrative Assistant • Santa Barbara, California, United States