Academic Personnel Specialist

Position Number: 40072359

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 07/31/2025

Application Review Begins: 08/15/2025; open until filled

Department Code (Name): ECON (ECONOMICS DEPT)

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

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $29.35 to $33.72/hr. 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 $29.35 to $42.06/hr.

Work Location: North Hall - 2127

Working Days and Hours: Monday - Friday, 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Potential for 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 Economics at UC Santa Barbara is a vibrant, top-ranked program known for its cutting-edge research, commitment to teaching excellence, and collaborative community. We are seeking a dedicated and dynamic individual to join our staff team and support the academic and operational mission of the department.

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 the general supervision of Department Chair and Business Officer, the Academic Personnel Specialist is responsible for all personnel and payroll related activities for the senate and non-senate faculty members of the Department of Economics. Principal duties include: project management and analytic projects involving data gathering and report preparation; department communication support; faculty recruitment coordination; academic personnel coordination and processing; event planning; correspondence with donors and alumni; and support to department's Business Officer, as necessary. Is the departmental liaison with the Dean's Office and Academic Personnel on all academic personnel matters and works with those offices to resolve policy interpretations on a case-by-case basis. Coordinates tenure track and non-senate academic personnel merit and promotions and has primary responsibility for faculty recruitment. Primary liaison for all UCPath faculty transactions, including summer compensation and stipends, and all visitor appointments. Provides primary confidential support to the Chair using knowledge of campus and UC policies and procedures.

Required Qualifications:

• Bachelor's degree in related area or equivalent experience and/or training.
• 1-3 years of demonstrated experience organizing and managing events, and/or prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.
• 1-3 years of demonstrated experience using personal computers and various software such as word processing, spreadsheets, email, and Microsoft office software.
• Demonstrated administrative and organizational skills, and ability to prioritize and coordinate projects simultaneously.
• Ability to work independently, act with sound judgment, and handle sensitive and confidential information.
• Possess analytical skills needed to interpret and explain, UCOP and university Academic Personnel policies and procedures.
• Accuracy and attention to detail is essential.
• Outstanding written skills used to compose and edit Chair correspondence, and excellent verbal communication skills to interact professionally with faculty, staff, donors, students, and the public.

Preferred Qualifications:

• Master's Degree or equivalent experience and/or training.
• 1-3 years of experience in higher education.
• 1-3 years of experience with UC Academic personnel processes.
• Knowledge of UC Academic Personnel policies and systems knowledge, including familiarity with Red-Binder, AP Folio, UC Recruit and UCPath.

Special Conditions of Employment:

• Satisfactory conviction history background check
• CANRA (U13): Mandated Child Abuse Reporter.
• 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:

• 30% Academic Personnel - In collaboration with the Department Chair and Business Officer, coordinates the administration of all faculty merits and promotions. Advises Chair on procedures which must be followed in academic personnel and matters according to the "Red Binder", Academic Personnel Manual, Unit 18 Memorandum of Understanding, and Affirmative Action guidelines. Interprets and researches policy as appropriate. Merits and Promotions: Responsible for assembling all data and information relative to the merit and promotion cases of department faculty and lecturers. Absolute confidentiality, tact and diplomacy are required in this area of responsibility. Other specific duties include informing the faculty when their cases are due for review, helping organize ad hoc committees, organizing personnel committee meetings, procuring information to ready the cases for external and internal reviewers, informing and reminding candidates about departmental and university deadlines, preparing requests for extramural evaluations and facilitating the collection of such evaluations, editing departmental letter(s), ensuring compliance with red binder polices and procedures, and assembling all material for submission. Works closely with faculty and Chair to ensure that all procedural safeguards are followed and deadlines are met. Organizes and maintains confidential and non-confidential faculty files.Collects and organizes teaching evaluation files. Works with dean's office and academic personnel to implement any changes as necessary. Visitors: Prepares appointments and employment documents for all visitors to department, working closely with the visitor, the Office of International Students and Scholars, and other offices to complete visa paperwork, assist with housing, and answer other inquiries dealing with short-term relocation to Santa Barbara

• 30% Recruitment - In collaboration with the Department Chair and Business Officer, coordinates the administration of all faculty recruitments. Coordinates faculty/lecturer recruitment activities such as preparing Search Plans in UC Recruit and placing advertisements for faculty positions for temporary lecturers and tenure track/tenured faculty. Establishes and maintains confidential applicant files and the UC Recruit search database. Assists search committee and department chair in using UC Recruit and interpreting University Policy. Serves as administrative contact on the search committee, working closely with the committee chair to ensure applications are reviewed by appropriate faculty and affirmative action guidelines are followed. Updates UC Recruit to accurately track candidates throughout the recruitment application process and ensure that correct data are recorded in the system. Compiles data (including affirmative action data for search committee and reports required by the campus.) Organizes finalist visits, including scheduling campus interviews and appointments for the finalists with department faculty and University officials. Fields questions from applicants and answers in a sensitive and timely manner. Prepares all recruitment correspondence, including the solicitation of external reviews. Throughout process, coordinates with OISS to ensure all potential visa requirements are met.

• 20% Project Management/ Analytical Support to the Chair - Provides analytical support to the Department Chair on a wide range of topics under pressure of frequent deadlines including, but not limited, to gathering current and historical data; benchmarking practices and numbers for other departments and universities; and other projects. Analyzes and prepares spreadsheets, graphs, and reports for the Department Chair. Drafts documents for the Chair's consideration. Researches, compiles and summarizes Coordinates projects efficiently and effectively. Manages special projects or actions for the Chair from start to completion. Projects may include researching and analyzing data; drafting documents; and proposing recommendations for the Chair's consideration. Coordinates projects efficiently and effectively. Tracks correspondence, action items, and special projects. Shares progress and results with the Department Chair in a timely manner. These duties are varied and require knowledge of campus and UC policies and procedures as well as a high level of interpersonal skills in representing the Chair's office. Maintains a superior level of professionalism and initiative to fulfill the duties of the position. Must be flexible and able to work on and prioritize numerous projects simultaneously and with a high degree of accuracy.

• 10% Payroll - Using UCPath, prepares online payroll actions, including appointments, merits, promotions, summer salaries, leaves and sabbaticals. Tracks payments to ensure timely correction of any salary cost transfers.

• 10% Development and Event Planning - Works with department manager, chair, and development staff on planning and coordinating departmental events, especially those involving current and potential donors, including several large events each year on and off campus. Responsible for updating faculty webpages and department news, as well as managing this and other mailing lists of potential donors.

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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