Academic Personnel Coordinator

Department: Music Department (MUSC) at UC Santa Barbara

About the role

The Academic Personnel Coordinator independently organizes, plans, coordinates, and manages the department's academic personnel activities under the general supervision of the Chief Administrative Officer and with guidance from the Department Chair. This role involves handling faculty and academic recruitment, academic employee HR, UCPath payroll, and the academic merit and promotion review process.

Responsibilities

• Academic Personnel Coordination (70%):
  • Provide administrative support for academic personnel functions, including recruitment, appointments, excellence reviews, merits, promotions, leaves, and retentions.
  • Advise the Chair, Chief Administrative Officer (CAO), and management team on relevant policies or changes.
  • Notify faculty members of policy changes and meet with them to discuss eligibility for merit and/or promotion.
  • Assemble and review case materials, ensuring completeness and adherence to procedures.
  • Coordinate faculty meetings, department votes, and submission of cases by deadlines.
  • Maintain faculty and lecturer personnel files and electronic storage in accordance with policy.
  • Process faculty leaves, including sabbatical leave and summer salary additional compensation.
  • Serve as the departmental point of contact for immigration, visa, and OISS issues relating to faculty.
  • Handle all UCPath payroll personnel actions for faculty and non-student academic employees.
• Payroll & Reconciliation (10%):
  • Oversee payroll for academic employees, complete UCPath transactions, and coordinate with the Office of Academic Personnel.
  • Conduct monthly payroll reconciliation and submit corrections as necessary.
• Academic Recruitment (20%):
  • Manage academic recruitment for Senate Faculty, Lecturers, and other academic employees.
  • Create recruitments, advertise positions, coordinate recruitment events, and plan travel for campus visits.
  • Schedule interviews, gather statistical data, generate reports, and assist with travel reimbursement.
  • Prepare appointment cases, letters, and welcome packets for new hires.
  • Develop appointment packages, including start-up commitments, and provide relocation information.

Requirements

• High School Diploma or equivalent.
• Ability to understand, interpret, and apply complex academic personnel policies and procedures.
• Excellent written and verbal communication skills.
• Ability to analyze issues, research procedures, and implement policy using good judgment.
• Working knowledge of computers and ability to learn new systems, software, and programs.

Preferred Qualifications

• Bachelor’s Degree.
• 1-3 years of experience in an administrative or office setting.

Special Conditions

• Satisfactory criminal history background check.
• Compliance with UC’s Vaccination Programs Policy, including proof of vaccination or an approved exception/declination.
• Disclosure of any prior misconduct findings or appeals as a condition of employment.
• UCSB is a tobacco-free environment.

Pay

The budgeted salary range for this position is $29.35 to $30.73/hour, with the full range extending to $42.06/hour. Salary offers are determined based on candidate qualifications, experience, and budget considerations.

Schedule

Monday through Friday, 8:30 AM to 5:00 PM.

Benefits

Full benefits eligibility, including excellent retirement and health plans. Learn more about the benefits of working at UC here.

Work Arrangement

Hybrid (both UC and non-UC locations).