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Academic & Student Affairs Manager

Company: University of California
Location: Santa Barbara
Posted on: March 9, 2023

Job Description:

Position Information

Payroll Title: ADMN OFCR 3

UC Job Code: 7377

Job Open Date: 2/6/23

Application Review Begins: 2/22/2023; open until filled

Department Code (Name): PHYS - Physicis Department

Percentage of Time: 100%

Union Code: 99 - Non-Represented

FLSA Status: Exempt

Grade Type/Grade: PSS / 22

Hiring/Budgeted Salary Range: $72,000 - $95,000/yr.

Full Salary Range: $68,700 - $132,500/yr. 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 $68,700 to $132,500/yr. The budgeted salary range that the University reasonably expects to pay for this position is $72,000 to $95,000/yr.

Work Location: Broida Hall (Hybrid work eligible)

Working Days/Hours: Mon-Fri; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: 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 Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit:

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

The Academic & Student Affairs Manager functions with a high level of independence and supervisory authority over a wide variety of complex and distinct functional areas in the Department of Physics requiring a significant level of policy interpretation, initiative, analysis and problem-solving ability. Identifies areas for analysis, defines problem and devises solutions. Assures compliance with federal, university and campus policies and procedures. Functional areas include: academic personnel, student affairs and administrative support to the faculty in meeting instructional and research missions of the Department. Provides a high level of management support to the chair, vice-chair and MSO. Participates in short- and long-range planning in all functional areas, above. Coordinates with external units/departments (e.g., ITST, KITP, CNSI, CCS, COE and MRL) in the above programmatic areas. Duties must be performed at the highest level of discretion, diplomacy and professional judgment. Incumbent regularly participates in professional training and development, particularly in areas of high impact/consequence on department operations. Participates on departmental and campus-wide committees. Acts on behalf of MSO and Chair in their absence.

Required Qualifications

* Bachelor's degree and/or equivalent experience/training.
* 1-3 years supervisory experience.
* 1-3 years administrative work experience.
* 1-3 years policy analysis/administration experience.

Preferred Qualifications

* 1-3 years experience working in an academic environment.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

* Academic Affairs - 30%

Under pressure of frequent deadlines, incumbent is independently responsible for all departmental actions associated with Academic Personnel (ladder faculty, temporary lecturers, academic coordinators). Develops, evaluates and implements operating policies to assure compliance with university, State and federal requirements/policies. Analyzes complex issues associated with academic personnel review and retention, providing advice and recommendations to faculty, ad-hoc committees, and the Department Chair. Anticipates potential policy conflicts and instances where exception to policy (APM, Red Binder, Affirmative Action, Unit 18) may be required. Composes letters of exception to be signed by the Chair. Reviews all cases prior to final on-line submission. --Interprets policies on merit/promotion and appointments for Chair, recommending solutions and alternatives when requests do not conform to policy. Provides policy clarification to department ad hoc review committees as needed.

* -Reviews and evaluates proposed UC, campus, and Collective Bargaining unit changes to academic policies providing Chair/MSO with potential implementation impact on departmental procedure.
* -Trains and regularly updates staff in preparation of merit/promotion cases to ensure accurate and complete information (bio-bibs, teaching materials, etc) is provided for the presentation of the case.
* -Tracks faculty and lecturer salary database for merit and promotion action. Is primary point of contact to faculty and academic coordinators on academic matters, advises on merit/promotion/acceleration and academic policies.
* -Maintains confidential faculty files. Designs, develops, monitors and maintains database for tracking academic personnel transactions, recruitment, sabbatical leaves, and financial data associated with academic personnel.
* -Researches unique titles that do not fall in the ladder or lecturer series or are uncommonly used to accommodate special circumstance appointments (e.g., Senior Fellow).

2. Resource Management/Planning - 25%

Provides financial planning and analysis in funding areas including academic and student affairs.

* -Independently manages the annual temporary Sub 0 (Lecturers, TAs, Readers) request. Evaluates prior years' allocations in the context of current year needs, along with an assessment of the financial impact of various allocation scenarios. Works closely with the Graduate and Undergraduate Program Advisors in identify projected enrollments, utilization of Learning Assistants, and other factors that impact number of sections. Prepares Summer Session budget and appointments of instructional personnel. Makes recommendations regarding priorities for funding. Manages the pooled lecturer recruitment and makes hire recommendations to the Vice-Chair.
* -Routinely creates and updates financial status reports for the Chair, Vice-Chair and MSO. Responsible for reconciling allocations/expenses, providing updated projections to Chair and MSO.
* -Requests conversion of funds for additional TAs and reader support as needed and transfer of funds & expenses between department accounts. Tracks faculty leaves to KITP, extramural grants and off-campus institutions to ensure timely reimbursement or augmentation to department for costs associated with leave as appropriate.
* -Monitors and tracks FTE provisions, reconciling conversions, augmentations, and transfers of FTE between Physics and other departments.
* -Reviews payroll for academic personnel to verify accuracy of entries.

3. Student Affairs Management & Staff Supervision - 20%

* Responsible for the oversight and supervision of the student affairs unit which encompasses over 1000 undergraduate and 200 graduate students, and over 1.5M annually in student program funds. Direct supervisory authority over student student affairs staff (3.0 FTE), academic personnel support staff (1.0 FTE), and administrative support staff (1.0 FTE) and two 50% student administrative assistants. Analyzes, reviews and interprets applicable staff personnel policy.
* -Responsible for recruitment, hiring, separation, training and development, reclassification documents, annual staff performance evaluations and merit recommendations. Consults with HR regarding performance issues and initiates disciplinary action as needed.
* -Establishes workload priorities to ensure that Department goals and deadlines are met.
* -Analyzes organizational structure, procedures and computer support systems to meet administrative needs; develops and implements changes and/or reorganization when needed.
* -Keeps abreast of current collective bargaining contracts as they apply to the administrative support staff, interpreting campus policy and facilitating departmental implementation as required.
* -Oversight of graduate and undergraduate programs. Responsibilities also include budget oversight responsibility for TA assignments (-180/yr); Readers (-50/yr); graduate student employment, collective bargaining matters, etc.
* -Provides information and is contact person for departmental administrative and student matters.
* -Trains and supervises the academic personnel and administrative assistants who are responsible for a wide variety of administrative responsibilities for the department including processing travel and reimbursements, providing course support to faculty, and providing support to finance, student affairs, Department Manager and Chair.

4. Instruction & Planning - 15%

Analyzes faculty teaching assignments in collaboration with the Vice-Chair. Assembles records involving past committee recommendations, enrollments, and instructional needs to assist in preparing the annual list of courses. Solicits teaching preferences from faculty members and organizes the responses together with the records of previous years and information on leaves. Works closely with student affairs unit to act as liaison with other departments, students and faculty with respect to complaints or problems with courses. Resolves and refers as appropriate, maintaining communication with those involved.

* - Responsible for the coordination of faculty course assignments.
* -Participates in long range planning, policy and program review and development. Serves as key member of the administrative management team with the MSO, Financial Manager, Chair, and Vice-Chair in evaluating and assessing department needs.

5. Academic Recruitment - 10%

Coordinates permanent (Ladder) and temporary faculty (Lecturer) recruitment from the point of developing and placing advertisements in professional journals to final submission of appointment documents.

* -Administers faculty recruitment process within UC Recruit.
* -Acts as resource to Search Committees. Informs Search Committees and Chair of policies and procedures regarding recruitment.
* -Supervises staff in the coordination of recruitment visits, and payment of recruitment travel costs.
* -Is Department liaison with Office of International Students and Scholars regarding visa issues associated with faculty appointments.
* -Oversees faculty relocation to UCSB and payment of expenses associated with start-up packages.

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

Vaccination Program

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

UC Santa Barbara 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

The University of California endeavors to make 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 This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement, Notice of Availability of the UCSB Annual Security Report Disclosures, General Data Protection Regulation (GDPR) Statement for Persons in the European Economic Area, Background Checks, and Notice of Availability of the UCSB Annual Security Report

Keywords: University of California, Santa Barbara , Academic & Student Affairs Manager, Executive , Santa Barbara, California

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