University of California – Santa Barbara Hiring for Undergraduate Program Coordinator at Santa Barbara, CA  Full Time

Payroll Title: Student Services Advisor 2

Job Code: 004574

Job Open Date: 02/09/2024

Application Review Begins: 02/27/2024; open until filled

Department Code-Name: HASC – Humanities Administrative Support Center

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99 (Non-represented)

Grade Type/Grade: 18

FLSA Exemption Status: Non-Exempt

Hiring/Budgeted Hourly Range: $24.95 – $28.77/hr.

Full Salary 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 $24.95 – $42.10/hr. The hourly range the University reasonably expects to pay is $24.95 – $28.77/hr.

Work Location: 4001 Humanities & Social Sciences Building

Working Days and Hours: Monday-Friday; 8AM – 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 Humanities Administrative Support Center (HASC) is a dynamic administrative unit that supports the academic Departments of Classics, East Asian Languages & Cultural Studies, History, and Religious Studies. HASC provides the following for our four academic departments and affiliated centers: undergraduate and graduate advising and program coordination; financial management of operational, programmatic, and research funds; academic recruitment and personnel administration; and technology support.

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 Humanities Administrative Support Center (HASC) Student Affairs Manager, and working closely with the Faculty Director of Undergraduate Studies, the Undergraduate Program Coordinator is responsible for independently coordinating and managing all aspects of the Undergraduate Program in the Department of History. Provides knowledgeable and holistic advice to prospective, incoming, and current undergraduate students and the campus community. Manages all administrative aspects of the undergraduate program, including consulting on course offerings, facilitating the creation of new courses, creating quarterly course schedules, and coordinating departmental events such as the annual awards ceremony. Provides timely and detailed information and reports to faculty and staff, and serves as liaison to multiple departments on campus such as the College of Letters and Science, the Office of the Registrar, the Disabled Students Program, the Department of Admissions, the Academic Senate, and more. Maintains an in depth understanding of Departmental and University policies and procedures, and interprets regulations for students, staff, faculty, and the general public.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and work experience in a higher education setting.
• Requires strong organizational skills and the ability to handle multiple tasks under pressure of deadlines, large workload, and frequent interruptions.
• Possess excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail.
• Able to exercise good judgement, common sense, and discretion, while providing careful attention to detail.
• Ability to prioritize multiple tasks with minimum supervision; set boundaries and adhere to them.
• Creatively problem-solve.
• Ability to work effectively and cooperatively as a staff team member, and to work well with faculty members and students.

Preferred Qualifications

• Academic Advising experience in a UCSB academic department.
• Familiarity with UCSB Academic Advising programs: AAA, Gaucho BLUE, GOLD, eGrades, Ad Astra, CourseDog, DSP portal.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Academic Advising- 40%

Working within Departmental and University guidelines, the Undergraduate Program Coordinator is the primary source of information about undergraduate programs and courses in the Department of History for students, faculty and the general public. Provides expert advice and guidance for approximately 500 students in the History, History of Public Policy and Law, and Medieval Studies Majors, and approximately 240 students in the History, Labor Studies, and Poverty, Inequality, and Social Justice Minors. Advises undergraduate students on topics such as degree requirements, enrollment, and academic, departmental, and university policies and procedures. Reviews and analyses student progress, assisting with academic planning toward major or minor completion. Maintains a robust knowledge of campus resources in order to provide holistic guidance to students and refer them to various campus departments as appropriate. Demonstrates a strong commitment to the students’ personal and academic welfare, creating a climate in which academic and personal problems may be freely discussed, and exercising sound professional judgment in suggesting appropriate courses of action. Coordinates and leads annual advising events on behalf of the Department such as UCSB Open House, the annual New Majors Meeting, and information sessions as needed. Competently utilizes a variety of systems such as STAR, AAA, CourseDog, eGrades, Ad Astra, ASSIST.org, DSP Portal, etc. to assist faculty and students. Maintains a customer service focused approach to interactions with all campus and community stakeholders by replying to correspondence holistically and in a timely manner.

Program Coordination & Administration- 40%

Using information from the annual curriculum plan, the Office of the Registrar, and faculty teaching availability, creates and manages quarterly course schedules including space assignments, cross- listings, and enrollment maximums. Coordinates with faculty to submit new course proposals and course modifications to the Master Course Approval system. Facilitates submission of general education proposals to the Academic Senate, keeping detailed records of processing status. Collects and files course syllabuses for departmental record keeping. Works with the HASC IT Coordinator to update and maintain accurate undergraduate information on the departmental web page. Monitors departmental course enrollments in relation to minimum enrollment requirements and facilitates maintenance of course waitlists, approval codes, and finals schedules. Coordinates DSP exams, completes IRAL and Instructor Workload Report, and tracks course enrollment statistics and trends, providing past and current data to managers and Department Chair as requested. Manages general catalog and major and minor sheet updates, works with the Office of Admissions to maintain articulation agreements with community colleges and universities, manages the American History and Institutions exam as necessary, and coordinates departmental honors program.

Miscellaneous Duties – 10%

Manages departmental room calendar, fielding reservation requests and using independent judgement to make reservations appropriately. Assists Department Chair and managers with academic research and development, and other duties as assigned.

Supervision – 10%

Responsible for all aspects of supervision of a History Peer Advisor including establishing position responsibilities and guidelines, training, and coaching as necessary.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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

* University of California Policy on Vaccinations – With Interim Amendments

* August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

*Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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