Academic Personnel & Services Manager

Position Number: 40034693

Payroll Title: Academic Human Resources Analyst 2

Job Code: 007714

Job Open Date: 2/5/25

Application Review Begins: 2/21/25; open until filled

Department Code (Name): AASC (ARTS ADMIN SUPPORT CENTER)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 20

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $30.56/hour to $35.00/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 hourly range for this position is $30.56/hour to $53.45/hour.

Work Location: Arts Building, Room 1242

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid

Special Instructions:

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

Department Marketing Statement:

The Department of Art offers contemporary, traditional, multi and interdisciplinary approaches to artistic production. We are committed to creative research that investigates the relationship between practice and inquiry, and how this dynamic manifests itself in contemporary life. Our recognized faculty are as committed to teaching as they are to their creative practice and research. We attract students from all backgrounds who are self-motivated, visually and conceptually inventive and interested in contributing to a community of artists at a world-class, public research institution. Within the interdisciplinary setting offered at UCSB, emerging artists develop their unique modes of practice and critical skills through both thinking and making, essential to their future roles as practicing professionals in a complex and diverse society. Our faculty, students and alumni actively participate in local, national and international venues for exhibition, as well as emerging publishing platforms for cultural production and dissemination of work. The Department of Art encourages a climate that fosters broad and diverse perspectives, in which faculty, staff, students and community members are encouraged to participate in and contribute to a culturally rich and equitable society. The Department of Art's multi-disciplinary curriculum structure is supplemented by close association with the Media Arts and Technology Graduate Program, the College of Creative Studies, and the Interdisciplinary Humanities Center.

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 direction of the Arts Administrative Support Center Director, is responsible for the full range of administrative management functions including curriculum development, academic personnel, payroll reconsiliation necessary for the support of the teaching and research missions of the Departments of Art, History of Art and Architecture and the Art, Design and Architecture Museum. Responsibilities include payroll management, academic personnel programs, and assisting the Chairs and Directors with long-term strategic planning. Collaboratively develops and implements operating policies and procedures as they relate to departmental overall goals and objectives. Assures compliance with all campus, University, State, and Federal regulations as appropriate. Serves on campus committees involving University administration as necessary.

Required Qualifications:

• Excellent customer service skills.
• Strong experience working with Excel spreadsheets and in the development of financial shadow tracking systems; ability to extract, analyze, and produce financial reports from financial online systems and Excel.
• Strong attention to detail, proofreading skills
• Excellent oral and written communication skills.
• Ability to deal with frequent interruptions, and prioritize multiple task assignments while maintaining accuracy, paying attention to detail and meeting deadlines.
• Strong organizational skills.
• Ability to learn new systems and software.
• Must be a collaborative worker, willing to work with other team members to create procedures and department policy.
• Knowledge or ability to obtain knowledge of all applicable University, State, and Federal hiring requirements.

Preferred Qualifications:

• Thorough knowledge of Academic Personnel and HR processes, policies, and procedures.
• Knowledge of UCSB software systems such as AP folio, UC Path, OATS, UC Recruit.
• Thorough knowledge of financial data management and reporting systems.
• Strong experience with all aspects of Academic Personnel policies and procedures.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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:

• 65% Academic Personnel - Responsible for overseeing the coordination of the reviews, analysis and processing of Art and History of Art & Architecture Departments' academic personnel transactions, such as permanent and temporary faculty (Unit 18 Lecturers, Academic Coordinators, TAs, Associates, Readers, Visiting, and Research) appointments, searches and advertisement, retention cases, merits and promotions, leave processing, retirements, and post-sixth year reviews. Ensures that deadlines and campus policies regarding academic personnel are met. Oversees the solicitation and acknowledgment of letters solicited extramural evaluators, organizing of academic personnel case material for presentation in department meetings, and forwarding of the case to the administration. In consultation with chairs, develops retentions and hiring packages. Works with the Financial coordinator with start-up commitments and payout. Works with faculty and chair with all types of leaves and special circumstances associated with academic appoitments. Consults with and advises chairs on academic personnel policies, including analyzing individual cases or appointments in light of current policies, interpreting procedures and applying appropriate regulations, and recommending alternative courses of action. Reviews and edits departmental recommendations for consistency and adherence to policy. Responsible for being informed of relevant regulations governing personnel actions and for devising procedures that will carry out related department and university policy. Requires broad knowledge and functional understanding of all academic personnel policies e.g., APM, Red Binder, Unit 18 Lecturer, ASE, Graduate Division, Academic Senate, immigration/visa, etc., and procedures and the ability to apply and interpret these regulations on an on-going basis are required. Provides consultation and advice to the ASE Director, chairs, museum directors, regarding compliance with the terms and conditions of employment contracts, as well as relevant policies and procedures. Adheres to confidentiality laws, policies and procedures. Works with administrators in the offices of Letters and Science, Academic Personnel, Equal Opportunity, OISS, Housing, etc. on academic personnel and related issues. Oversees the maintenance of confidential personnel files, storage, and the academic record- keeping system. Oversees the tracking of yearly sabbatical credits, merit/promotion/career review eligibility, etc. for each faculty member. Oversees the processing of various faculty support efforts such as visa/permanent residency application processing, housing requests, removal, relocation pay-out, etc. Works with chairs on annual appointments to standing committees, ad hoc committees, etc. Reviews department/program bylaws regularly to ensure compliance. Oversees the appointments of faculty and temporary faculty to available positions during the academic year and Summer Sessions in consultation with the chairs/directors, including recommendations of course assignments and visiting appointments, and preparation of the budget request. Serves as UCPath "mandatory reviewer" and "preparer". Processes personnel actions through "APOnline" and "OATS". Process searches through UC Recruit.
  
• 25% Personnel Management/ Payroll Balancing - Hires temporary staff, including student academic appointments for AASC, ARTH, ARTS and ARTM. Acts as UC Path Initiator for these positions, sets up and trains new employees in Kronos. Trains managers in their role in Kronos. This includes training students on the use of Kronos and timecard management as well training managers in proper procedure and best practices. Conducts all other employment onboarding including I-9 forms, etc. Oversees and monitors payroll for temporary staff. Hires Lecturers, temp academic staff and permanent faculty through UCPath Conducts all hiring pools through UC Recruit including Ladder faculty, Academic Coordinators & Lecturers for the Art and History of Art and Architecture Departments. Handles all aspects of the UC Recruit process from initial search development and approval through the to competition of the hire and the close the search. In collaboration with the Financial Coordinator, balances AP payroll for the cluster and handles reconciliation and fiscal close responsibilities associated with payroll.
  
• 10% Curriculum Planning - Collaborates with the AASC Director, Advisors & Chairs with preparing the curriculum plans for academic year and Summer Session programs for the Art and History of Art & Architecture Departments. Prepares annual FTE/budget request for temporary sub 0 funds; monitors and is responsible for reconciliation of sub 0 payroll, providing reports to the respective chairs/directors. Adds wages, percentages and other payroll information to the plan and double checks work.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* 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 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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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 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'.