Academic Personnel Analyst

Position Number: 40078080 Payroll Title: ADMIN OFCR 2 CX (004263) Job Code: 004263 Job Open Date: 8/26/26 Application Review Begins: 9/11/26 Department Code (Name): POLS (POLITICAL SCIENCE 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 $31.00 to $32.57/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 $31.00 to $50.78/hour. Work Location: Ellison Hall - 3829 Working Days and Hours: M-F, 8am-5pm Benefits Eligibility: Full Benefits Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid possible after 6-month probationary period (Both UC & Non-UC locations) Department Marketing Statement For over half a century, the Department of Political Science at UC Santa Barbara has been home to top scholars engaged in cutting edge research. Housed in a world-class university widely known for its interdisciplinarity, the department is committed to rigorous quantitative and qualitative research, as well as to normative theory. In addition to its commitment to research, the department prides itself on first-rate teaching at the undergraduate and graduate levels. Our research and teaching cover the traditional fields of International Relations, Comparative Politics, American Politics, Political Theory, and Research Methods. We are distinctive because of our additional emphasis on the Politics of Identity and Politics of the Environment. 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, while maintaining a superior level of professionalism, judgment, and initiative, provides administrative support to Department Chair, Business Officer, and other department leadership to assist them in administration of departmental affairs. 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; and support to department's Business Officer, as necessary. Required Qualifications Bachelor's Degree Experience using Microsoft Office (Word, Excel, PowerPoint, Publisher), Google Applications (Calendar, Forms, Sheets, Docs, and Drive). Must have basic photo editing and design skills. High level of analytic ability. Effective oral and written communication skills. Flexibility to respond to changing priorities. Ability to handle multiple tasks. Ability to work under pressure of deadlines. Ability to act professionally and with confidentially and professionally. Possess and utilize superior judgment and initiative. Preferred Qualifications Experience using AP Folio, UC Path, Gateway, Concur, Box, Canva and Zoom. 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 an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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 Coordination – In collaboration with the Department Chair and Business Officer, coordinates the preparation and distribution of materials for academic personnel cases, including those for faculty tenure and promotion cases requiring external review. Works with Business Officer to organize and prepare cases for faculty personnel reviews. Updates bio-bibliographies, curriculum vitae, and payroll records, and is responsible for compiling faculty research and teaching files for personnel reviews. For tenure and promotion cases, works with chair and faculty candidates to develop list of potential reviewers. Prepares case materials packet to be sent to extramural reviewers; distributes material to reviewers. Tracks the following actions: soliciting extramural reviewers for the case(s); sending materials to the extramural reviewers; and receiving the extramural reviewer letters. Assists Department Chair in following up with extramural reviewers to obtain their recommendation letters in a timely fashion. Prepares confidential coded reviewer list(s) for tenure and promotion case(s). Serves as a resource for Department Chair in interpreting Academic Personnel policy. Updates faculty records using UC Path and AP Folio. 15% Project Management / Analytical Support to 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. 15% Faculty Recruitment Coordinator – 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. 20% Event Planning – Plans and coordinates department receptions and events, including annual department awards ceremony and reception, annual honors colloquium, annual faculty retreat, outside speakers, and department socials. Maintains department events calendar and consults with faculty hosts and students on scheduling outside speakers and department events. Coordinates logistics of department events including booking hotel stays, arranging travel, coordinating meals, and reserving rooms for events. Creates flyers and promotional materials to publicize department events; distributes flyers within the Department and on campus. Serves as the primary administrative contact for a department event or speaker. Makes sure that the event/speaker space is set up per specifications. Coordinates and sets up technical needs, and supports department's audio-visual (A/V) needs including Zoom/Skype teleconferencing. 10% Department Communication support – Coordinates with Development to maintain contact with donors. Assists faculty with dissemination, administration, and distribution of scholarships and prizes on a quarterly and annual basis. Consults with the Department Chair and the Alumni Office for email distribution of the alumni email(s). Serves as departmental liaison with the Office of Public Affairs for the release of newsworthy department information. Assists with preparation of flyers and announcements publicizing departmental colloquia and other department events; distributes flyers and electronic announcements to publicize colloquia. Assists Undergraduate Program Coordinator and Graduate Program Coordinator with faculty communication as needed. 5% Administrative Office Management – Provides administrative support to the Department Chair. Serves as the department contact for the Development Office. Requests regular giving reports and prepares recognition letters for the Chair to send to donors. Maintains records of donors giving to the department. Assists with development solicitation and donor recognition efforts. Serves as the Department Safety Representative. Follows campus guidelines for Department Safety Representatives and implements Department Safety Plans. Enters purchase order information in Gateway online procurement system. Serves as backup to the Business Officer for UC Path transactions. Coordinates and maintains department Google calendar system. Manages the file structure and permissions for the department's Box account. 5% Other duties – Other duties as assigned. Must be flexible and able to incorporate new tasks and projects as required by department needs. 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 - *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. 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