Academic Personnel Coordinator

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Academic Personnel Coordinator

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Job ID

87905

Location

UCSB Campus

Full/Part Time

Full Time

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Job Posting Details

Position Number: 40076512

Payroll Title: BLANK AST 3 CX

Job Code: 4722

Job Open Date: 7/30/26

Application Review Begins: 8/14/26

Department Code (Name): MUSC (MUSIC 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/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 $29.35 to $42.06/hour.

Work Location: Music - 301, Rm 1315D

Working Days and Hours: M-F; 8:30-5:00

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: 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 UC Santa Barbara Department of Music is a dynamic community of distinguished faculty performers, composers, and scholars, talented and promising graduate and undergraduate students, and a dedicated team of professional staff. We are a multi-faceted department with a fully established research and professional programs with degrees in composition, musicology, ethnomusicology, music theory, and multiple areas of music performance. The department also puts on a wide range of productions from large operas to small world music series ensembles and everything in between. For more information about our department, please visit https://www.music.ucsb.edu.

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 the Chief Administrative Officer, with additional guidance provided by the Department Chair, the Academic Personnel Coordinator independently organizes, plans, coordinates and manages the department's Academic Personnel activities such as faculty and academic recruitment, academic employee HR, UCPath payroll, and the academic merit and promotion review process. Performs other related duties as assigned.

Required Qualifications:

• High School Diploma, or equivalent.
• Ability to understand, interpret, and apply complex academic personnel policies and procedures on matters such as recruitment, preparation of appointment, merit and promotion advancement cases, faculty leaves, etc.
• Possess excellent written and verbal communication skills
• Possess the ability to analyze an issue.
• Possess the ability to research procedures and policies, and use good judgement to implement policy.
• Working knowledge and familiarity with computers and the ability to learn and utilize new systems, software, and programs.

Preferred Qualifications:

• Bachelor's Degree
• 1-3 years Work in an administrative or office setting

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:

• 70% Academic Personnel Coordination - Responsible for providing administrative support for all Academic Personnel functions including, but not limited to, recruitment, appointments, excellence reviews, merits, promotions, leaves, and retentions. Responsible for staying informed and advising the Chair, Chief Administrative Officer (CAO), and management team of relevant policies or changes to policies. Acts in an advising capacity to the Chair and CAO and various committees charged with academic personnel items. Notifies faculty members of changes to academic personnel policy and processes. Contacts faculty members and other non-student academic employees regarding eligibility for merit and/or promotion and meets with them, the Department Chair and CAO in order to go over options and considerations, as well as answer questions and serve as a resource. Assembles case materials, ensuring that everything needed is included, and reviews all materials, notifying the Chair and CAO of any identified issues requiring their attention. Attends and helps coordinate faculty meetings and the department vote. Ensures that all relevant procedures are followed, performs additional duties as needed, and submits all cases and materials by the deadline. Maintains the faculty and Lecturer personnel files and the electronic storage of items in accordance with practice and policy. Coordinates and processes all faculty leaves including sabbatical leave and processes all summer salary additional compensation. Communicates with other offices and staff across campus, coordinating as necessary. Serves as the departmental point of contact for Immigration, Visa, and OISS issues relating to faculty. Responsible for all UCPath payroll personnel actions in relation to all faculty and non-student academic employees.
• 10% Payroll & Reconciliation - Responsible for overseeing payroll for Academic Employees. Completes UCPath payroll transactions and coordinates with Office of Academic Personnel. Conducts monthly payroll reconciliation and submits corrections tickets to Payroll and/or AP as necessary.
• 20% Academic Recruitment - Responsible for academic recruitment for Senate Faculty, Lecturers, and other academic employees and all duties related to conducting searches and the various stages of the recruitment process. Duties include: creation recruitments, advertising, coordination of recruitment events and meetings, planning travel for campus visits, scheduling interviews and meetings, gathering various statistical data, generating reports, and assisting with travel reimbursement. Serves as contact point for candidates and finalists in searches. Prepares appointment cases with required supporting documentation. Prepares all appointment letters. Works with the Chair and CAO to develop appointment packages including start-up commitments. Prepares welcome packets with campus information and required payroll forms. Provides information on relocation and informs financial assistant of approved start-up packages. Provides information useful for the successful transition into the new position.

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.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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