University of California - Santa Barbara
Academic Personnel Coordinator
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Overview
Job Posting Details (External). Job ID: 80903. Location: UCSB Campus. Full Time. Add to Favorite Jobs. Email this Job. Position and Department
Position Number: 40070978 Payroll Title: BLANK AST 3 (004722) Job Code: 004722 Job Open Date: 9/2/25 Application Review Begins: 9/17/25 Department Code (Name): ANTH (ANTHROPOLOGY DEPT) 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 $29.35 to $30.73 per hour. The full salary range for this position is $29.35 to $42.06 per hour. Work Location: Humanities And Soc Sci Bldg - 2001A Working Days and Hours: Monday - Friday, 8am - 5pm Benefits Eligibility: Full Benefits Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) Special Instructions: No hybrid during 6 month probationary period. One day per week upon permanent hire at department discretion. For full consideration, please include a resume and a cover letter as part of your application. Department Marketing Statement: Anthropology is the study of humankind in the broadest sense. Our faculty and PhD students specialize in three subfields: archaeology, sociocultural anthropology, and Integrative Anthropological Sciences (evolutionary, biological and cultural). We offer BA degrees with an emphasis in archaeology, biological anthropology, sociocultural anthropology and a general anthropology degree covering all emphasis subfields. 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 general supervision the Academic Personnel Coordinator administers all academic personnel activities for the Department of Anthropology. Working under the general supervision of the Business Officer, is responsible for assisting the Chair and Business Officer in executing their duties and responsibilities as they relate to academic personnel. Is responsible for a high volume of complex academic merit and promotion cases, faculty recruitment and appointment cases, recruiting and hiring temporary lecturers and occasional postdoc and other research appointments, UCPath hiring and other transactions, UC Recruit and additional compensation. Additional responsibilities include working with the Office of International Students and Scholars on visa requests, assisting visiting scholars, facilitating leave requests, and maintaining a working knowledge of the campus Red Binder. Works closely with faculty, the department Chair, the Business Officer, and College of Letters & Science academic personnel analysts. Qualifications
Required Qualifications: High School Diploma or equivalent experience Strong organizational skills Ability to handle multiple tasks under deadlines, periodic heavy workloads, and interruptions Excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail Attentiveness to confidentiality standards Ability to exercise good judgment, common sense, and discretion, while providing careful attention to detail Ability to work with minimal supervision, solve problems creatively and be resourceful Ability to work effectively, independently, cooperatively as a team member, and to work well with faculty members Proficiency using BOX, Google Docs and Sheets Preferred Qualifications: Preferred or equivalent combination of education and work experience in a higher education setting. Bachelor's Degree. 1-3 years Experience in a UCSB academic department 1-3 years Experience with UCPath, UC Recruit, AP Folio 1-3 years Academic personnel experience Ability to work in a large open office setting. Job Functions and Percentages of Time
45% Merits and Promotions
- With considerable initiative and independence, administers the merit and promotion process for ladder ranking faculty, continuing lecturers and other academic appointees. Establishes and maintains professional relations with the department Chair, ladder faculty, scholars in other academic appointments, 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 meeting 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. Solicits extramural letters for personnel cases in compliance with established policies and procedures. Serves as the main point of contact for outside reviewers, and coordinates with them to ensure they have materials and deadlines. Tracks status of cases and ensures materials are provided by faculty in accordance with internal deadlines. Provides critical review, editing and feedback on case documents to ensure compliance with campus regulations and policies. Organizes and maintains secure and confidential files. Ensures timely submission of personnel cases via AP Online System. Serves as departmental liaison with the Dean's Office and Academic Personnel. 20% Ladder Faculty Recruitment
- Coordinates all aspects of search and recruitment details for new ladder faculty positions using UC Recruit. Develops recruitment plan with Department Chairs and Search Committee. Obtains Dean and OEO approvals and submits advertisements. Maintains compliance with Equal Opportunity and Affirmative Action policies. Manages confidential candidate files and prepares reports as needed. Coordinates visas with OISS. Handles new hire paperwork and ensures payroll entries in UCPath. 20% Temporary Faculty Recruitment
- Manages recruitment and appointment of lecturers and visiting professors. Creates and advertises positions via UC Recruit, coordinates with search committee, processes candidate documentation, and handles payroll entries in UCPath for temporary lecturers. 15% Other Administrative and AP Duties
- Provides administrative support during the Academic Personnel review cycle, handles other personnel duties, tracks sabbatical leave, prepares leave forms, maintains faculty files and evaluations, processes payments, and coordinates deadlines with faculty. UC Vaccination Programs Policy: As a condition of employment, you will be required to comply with UC Vaccination policy. If applicable, provide proof of up-to-date vaccines or request an exception by the compliance date. See policy for details. Equal Employment Opportunity: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status or other protected status. Reasonable Accommodations: The University of California endeavors to make the application process accessible. For accommodations, contact Katherine Abad in Human Resources at 805-893-4664 or katherine.abad@hr.ucsb.edu. Application Status: If you would like to check the status of your application, please log into the Candidate Gateway and click on "my activities".
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Job Posting Details (External). Job ID: 80903. Location: UCSB Campus. Full Time. Add to Favorite Jobs. Email this Job. Position and Department
Position Number: 40070978 Payroll Title: BLANK AST 3 (004722) Job Code: 004722 Job Open Date: 9/2/25 Application Review Begins: 9/17/25 Department Code (Name): ANTH (ANTHROPOLOGY DEPT) 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 $29.35 to $30.73 per hour. The full salary range for this position is $29.35 to $42.06 per hour. Work Location: Humanities And Soc Sci Bldg - 2001A Working Days and Hours: Monday - Friday, 8am - 5pm Benefits Eligibility: Full Benefits Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) Special Instructions: No hybrid during 6 month probationary period. One day per week upon permanent hire at department discretion. For full consideration, please include a resume and a cover letter as part of your application. Department Marketing Statement: Anthropology is the study of humankind in the broadest sense. Our faculty and PhD students specialize in three subfields: archaeology, sociocultural anthropology, and Integrative Anthropological Sciences (evolutionary, biological and cultural). We offer BA degrees with an emphasis in archaeology, biological anthropology, sociocultural anthropology and a general anthropology degree covering all emphasis subfields. 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 general supervision the Academic Personnel Coordinator administers all academic personnel activities for the Department of Anthropology. Working under the general supervision of the Business Officer, is responsible for assisting the Chair and Business Officer in executing their duties and responsibilities as they relate to academic personnel. Is responsible for a high volume of complex academic merit and promotion cases, faculty recruitment and appointment cases, recruiting and hiring temporary lecturers and occasional postdoc and other research appointments, UCPath hiring and other transactions, UC Recruit and additional compensation. Additional responsibilities include working with the Office of International Students and Scholars on visa requests, assisting visiting scholars, facilitating leave requests, and maintaining a working knowledge of the campus Red Binder. Works closely with faculty, the department Chair, the Business Officer, and College of Letters & Science academic personnel analysts. Qualifications
Required Qualifications: High School Diploma or equivalent experience Strong organizational skills Ability to handle multiple tasks under deadlines, periodic heavy workloads, and interruptions Excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail Attentiveness to confidentiality standards Ability to exercise good judgment, common sense, and discretion, while providing careful attention to detail Ability to work with minimal supervision, solve problems creatively and be resourceful Ability to work effectively, independently, cooperatively as a team member, and to work well with faculty members Proficiency using BOX, Google Docs and Sheets Preferred Qualifications: Preferred or equivalent combination of education and work experience in a higher education setting. Bachelor's Degree. 1-3 years Experience in a UCSB academic department 1-3 years Experience with UCPath, UC Recruit, AP Folio 1-3 years Academic personnel experience Ability to work in a large open office setting. Job Functions and Percentages of Time
45% Merits and Promotions
- With considerable initiative and independence, administers the merit and promotion process for ladder ranking faculty, continuing lecturers and other academic appointees. Establishes and maintains professional relations with the department Chair, ladder faculty, scholars in other academic appointments, 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 meeting 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. Solicits extramural letters for personnel cases in compliance with established policies and procedures. Serves as the main point of contact for outside reviewers, and coordinates with them to ensure they have materials and deadlines. Tracks status of cases and ensures materials are provided by faculty in accordance with internal deadlines. Provides critical review, editing and feedback on case documents to ensure compliance with campus regulations and policies. Organizes and maintains secure and confidential files. Ensures timely submission of personnel cases via AP Online System. Serves as departmental liaison with the Dean's Office and Academic Personnel. 20% Ladder Faculty Recruitment
- Coordinates all aspects of search and recruitment details for new ladder faculty positions using UC Recruit. Develops recruitment plan with Department Chairs and Search Committee. Obtains Dean and OEO approvals and submits advertisements. Maintains compliance with Equal Opportunity and Affirmative Action policies. Manages confidential candidate files and prepares reports as needed. Coordinates visas with OISS. Handles new hire paperwork and ensures payroll entries in UCPath. 20% Temporary Faculty Recruitment
- Manages recruitment and appointment of lecturers and visiting professors. Creates and advertises positions via UC Recruit, coordinates with search committee, processes candidate documentation, and handles payroll entries in UCPath for temporary lecturers. 15% Other Administrative and AP Duties
- Provides administrative support during the Academic Personnel review cycle, handles other personnel duties, tracks sabbatical leave, prepares leave forms, maintains faculty files and evaluations, processes payments, and coordinates deadlines with faculty. UC Vaccination Programs Policy: As a condition of employment, you will be required to comply with UC Vaccination policy. If applicable, provide proof of up-to-date vaccines or request an exception by the compliance date. See policy for details. Equal Employment Opportunity: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status or other protected status. Reasonable Accommodations: The University of California endeavors to make the application process accessible. For accommodations, contact Katherine Abad in Human Resources at 805-893-4664 or katherine.abad@hr.ucsb.edu. Application Status: If you would like to check the status of your application, please log into the Candidate Gateway and click on "my activities".
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