Academic HR Coordinator

Payroll Title:

Blank Assistant 3Job Code:

004722Job Open Date:

8/27/24Application Review Date:

9/12/24; open until filledDepartment Code (Name):

ENST (ENVIRONMENTAL STUDIES DEPT)Percentage of Time:

100%Union Code (Collective Bargaining Unit):

CX (Clerical)FLSA Status:

Non-ExemptClassified Indicator Description (Personnel Program):

Staff (Career)Salary Grade:

STEPSPay Rate / 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 is $28.44 to $40.76/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $30.41/hr.Working Days and Hours:

M-F; 8am - 5pmBenefits Eligibility:

Full BenefitsWork Location:

Bren Hall - 4312Eligible for Remote or Hybrid Work:

Yes, hybrid eligible upon successful probationary period and with supervisor approval.Special Instructions:

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

Established in 1970, the Environmental Studies Program at UC Santa Barbara is one of the oldest and largest programs of its kind, with more than 1,100 current majors and over 7,500 alumni. The program has a longstanding commitment to interdisciplinary research and teaching, and a balance among the biophysical sciences, social sciences, humanities, and applied professions. UC Santa Barbara is a Hispanic Serving Institution, and more than 40 percent of our undergraduates are first-generation college students. The department has 17 faculty, 26 lecturers, and 6 full-time support staff; the program is housed in the triple-platinum LEED green building, Bren Hall.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 HR Coordinator for the Environmental Studies (ES) Program is responsible for coordinating the wide variety of academic HR personnel and recruitment processes for the department's Lecturers, Teaching Assistants/Associates, Visiting Scholars, and other academic titles as needed. This includes coordinating the academic hiring and on-boarding/off-boarding process for candidates, the merit/promotion review process for continuing candidates, analyzing policies and procedures to provide critical guidance and excellent customer service to academic employees, and adherence to campus-wide UCSB Academic Personnel policies and procedures. Collaborates with the Business Officer on coordinating and planning the Environmental Studies Senate Faculty merit/promotion review cycle and assesses case materials. Acts as a liaison between various campus departments related to benefits, payroll, instructional support, etc. and utilizes a comprehensive understanding of UC academic HR concepts and policies to provide guidance to department employees. Maintains confidential faculty, instructor and student employee files and database.Required Qualifications:Excellent writing and communication skills.Proficient in Microsoft Office and Google applications.Ability to work independently as well as in a team environment.Ability to work in a high-volume fast paced environment.Excellent customer service skills.Organization and time management skills.Attention to detail.Ability to think creatively when finding solutions to problems.1-3 years of administrative work experience.High School Diploma or GED.Preferred Qualifications:Bachelor's Degree in related area or equivalent experience/training.1-3 years of work experience in Higher Education setting.Special Conditions of Employment:Satisfactory conviction history background check.UCSB is a Tobacco-Free environment.Essential Job Duties, Percent Time:Academic Recruitment, Policy & Employment (60%):

Under the general supervision of the Business Officer, the Academic HR Coordinator independently initiates and manages all employment-related activity for new and continuing academic employees including Lecturers, Continuing Lecturers, Teaching Assistants, Associates, Specialists, Academic Coordinators, Visiting Scholars, etc. Manages full-cycle onboarding of academic employees from initial recruitment through selection and employment, and contract end processes. Analyzes and applies local and systemwide UC policy to identify and recommend appropriate actions and ensures compliance with current labor relations policies.Academic Recruitment:

Initiates and manages all recruitment activities for academic employees. Manages, updates and maintains data for UC Recruit. Submits search plans, search reports and concludes recruitments. Manages applicant review process. Acts as liaison between search committees and campus reviewing agencies including Academic Personnel and Office of Equal Opportunity. Manages the Teaching Assistant and Associate recruitment process and coordinates with faculty and various campus department advisors on employment eligibility and selection.Appointment/Employment:

Drafts and prepares appointment cases/renewals in consultation with Department Chair, Business Officer, search committees and candidates. Using detailed knowledge of campus bargaining agreements and academic policy, advises on conditions of employment, mandated reviews and end dates. Works closely with Academic Personnel to ensure compliance with policy and regulations. Provides advice on the appointment and eligibility aspects of various academic positions. Reviews and evaluates proposed UC, campus, and collective bargaining unit changes to academic policies and assesses potential implementation impact on departmental procedure. Completes UC Path payroll entry for Lecturers, Teaching Assistants, Associates, and other academic employees as needed.Instructional Planning and Tracking (15%):

Collaborates with the Environmental Studies Business Officer and Financial Team to track the annual Temporary Sub 0 budget for Lecturers, Associates and Teaching Assistant payroll expenses. Responsible for completing the annual Workload Report data entry. Tracks and coordinates faculty special leaves. Assists Business Officer in soliciting teaching preferences from Faculty, Instructors, Associates and Teaching Assistants, organizes the responses together with the records of previous years, in order to help the Chair, Vice Chair and Business Officer to make the final assignments. Works closely with the Business Officer and Student Affairs Team on tracking that the instructional hiring matches the quarterly curriculum/classroom scheduling.Special Events and Project Support (20%):

Provides special project support to the Chair, Vice Chair and Business Officer, as required. Special projects may include planning logistics for Environmental Studies annual guest lectures, memorial/recognition events, faculty retreats, etc. Collaborates with the Environmental Studies Program Assistant on design, proofreading, layout and production of ES Program brochures, informational fliers, event programs, award certificates, etc.Records Management (5%):

Maintains confidential files and keeps the department's academic digital database organized. Maintains a database for tracking academic personnel transactions, recruitment, sabbatical leaves, and payroll data associated with academic personnel. Collaborates with the Program Assistant on compiling, tracking and documenting donor scholarships/fellowships, and generating award letters for recipients.

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