Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 04/23/2024

Application Review Begins: 05/08/2024; open until filled

Department Code (Name): SASC (South Hall Administrative Support Center)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2 - Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $27.29 - $28.58/hr.

Full Hourly 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 for this position is $27.29 - $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 - $28.58/hr.

Work Location: South Hall 3432C

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Eligibility for hybrid work after six months' probation completion.

Special Instructions

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

Department Marketing Statement

The South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multi-Lingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.

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 and why You Belong at UC.

Brief Summary of Job Duties

The Undergraduate Advisor coordinates all aspects of the undergraduate program for the Departments of Linguistics and Philosophy within the South Hall Administrative Support Center (SASC), Student Services unit. This includes approximately 450 UG Philosophy students and 375 UG Linguistics students. Advises students and faculty on all matters concerning undergraduate affairs; academic planning in the honors program, internships, independent studies, Education Abroad Program studies, and other campus-wide resources. Serves as the staff liaison to Philosophy and Linguistics department faculty and works closely with each department's faculty Director of Undergraduate Studies. Regularly communicates and collaborates with other campus officials (ie College of Letters and Science and Office of the Registrar representatives) on all matters concerning undergraduate students. Coordinates and conducts quarterly and annual major presentations, summer and transfer orientations, and other related events throughout the academic year. Prepares the quarterly schedule of classes and assists with developing the annual curriculum plan for each department. The advisor is responsible for master course approvals, maintaining the major and minor requirement sheets, and official UCSB catalog information, and serves as a grading coordinator for the two departments. The advisor exercises independent judgment, creative problem-solving skills, and confidentiality while utilizing effective communication skills.

Required Qualifications

• High School Diploma or GED.
• 1-3 years of administrative experience.
• Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Interpersonal and work leadership skills to provide guidance to other non-exempt personnel.

Preferred Qualifications

• 1-3 years of experience in academic advising in a higher education setting.
• 1-3 years of experience working in a diverse academic setting.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

Student Advising 60%: Provides advising to all undergraduate students for the Departments of Philosophy and Linguistics. Advises on degree requirements, academic planning, transfer work, enrollment procedures, career and graduate school planning, as well as a variety of academic policies, rules, and regulations at both the department and university level. Evaluates students' major progress, clarifying academic goals, and guides students towards appropriate courses of action. Meets with transfer students and EAP students to discuss transfer work. Reviews and approves student academic plans for Education Abroad Programs. Maintains a list of courses accepted from other institutions that have been applied toward degree requirements and advises the faculty director of undergraduate studies accordingly. Evaluates and assists in determining course equivalencies for transfer students. Advises departmental honors and minors students on policies related to senior honors thesis and minor requirements. Updates and provides general information on the department's overall academic curriculum and requirements for current/prospective students, faculty, and general departmental reference. Refers students to appropriate campus resources on an as-needed basis. Student Petition processing: Coordinates and facilitates the review of student petitions regarding graduation matters, requirement substitutions, waivers, and independent studies. Processes change of major petitions, reviews student records for transfer work applicable to major requirements, and routes petitions to central offices as appropriate. Completes and submits minor clearances. Reviews and processes honors, independent studies, and internship applications. Serves as a liaison to on-campus agencies that serve undergraduate students (i.e., Registrar's Office, College of L&S, Counseling and Career Services, Orientation).(2) Student Petition processing: Coordinates and facilitates the review of student petitions regarding graduation matters, requirement substitutions, waivers, and independent studies. Processes change of major petitions, reviews student records for transfer work applicable to major requirements, and routes petitions to central offices as appropriate. Completes and submits minor clearances. Reviews and processes honors, independent studies, and internship applications. Serves as a liaison to on-campus agencies that serve undergraduate students (i.e., Registrar's Office, College of L&S, Counseling and Career Services, Orientation).

Undergraduate Program Administration 30%: Course Scheduling: Responsible for all aspects of quarterly course scheduling. Maintains an updated list of annual course offerings and schedules classes according to the approved curriculum plan and faculty schedule preferences. Exercises judgment in reconciling problems arising from faculty and graduate student constraints, room availability, and teaching conflicts. Prepares schedule adjustments and publicizes changes to the schedule. Serves as the contact person to faculty regarding course administration, including adding and dropping students and room changes. Organizes courses, times, and locations, to ensure the schedule will meet the programmatic needs of the students. Coordinates the scheduled assignments for teaching assistant sections. Prepares and submits quarterly IRAL report. Course and degree requirement maintenance: Annually revises UCSB catalog and major/minor requirement sheet. Facilitates course proposals and revisions via the Master Course Approval (MCA) system. Assists with the submission of any supplemental materials related to courses (i.e., GE proposals, online course proposals) and assists with the creation and maintenance of MOUs for all cross-listed and concurrent courses. Researches and recommends solutions to programmatic changes for the undergraduate program to each department's undergraduate committee. Curriculum Planning Preparation: Works closely with the SASC Student Services Manager and Department Chairs in planning the distribution of courses for the academic year. Prepares reports on enrollment projections and analyzes enrollment statistics and current enrollment trends. Assists in preparing the draft of the annual curriculum plan by course and faculty member. Additional Administrative Duties: Maintains and updates student files and manages the undergraduate mailing list. Provides content updates for the Department websites; Serves as a grading coordinator and assists with processing grade changes, incomplete grades, and incomplete extensions; Coordinates the Departmental Honors program, screening applicant's eligibility, monitoring progress, soliciting faculty recommendations, and informing the appropriate campus offices of successful participants. Reviews and updates articulation agreements between the University of California and the California Community Colleges and responds to inquiries from other institutions regarding articulation agreements and/or equivalencies.

Special Projects 10%: Undergraduate Awards: Coordinates several departmental honors and awards, identifying potential candidates, soliciting applications or nominations from students and faculty, soliciting awards and honors, and assigning and assisting faculty review committees in the selection process. Coordinates monetary award processing with the Office of Financial Aid for undergraduate awards. Student Outreach: Responds to and represents the department at campus-wide outreach events such as UCSB's Open House, Orientation Program events, Summer Session events, and major fairs. Coordinates, develops, and schedules quarterly forums for students that present graduate and professional school planning and career opportunities post-graduation. Maintains and updates digital desk and resource manual; other duties as assigned by the Student Services Manager and/or SASC Director.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.

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:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations - With Interim Amendments

* 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 Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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