Academic Assistant

Position Number: 40077750

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 01/13/2025

Application Review Begins: 01/29/2025; open until filled

Department Code (Name): POLS (POLITICAL SCIENCE DEPT)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44/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 $28.44 to $40.76/hour.

Work Location: Ellison 3833

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

Benefits Eligibility: Full Benefits

Special Instructions:

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

Department Marketing Statement:

For over half a century, the Department of Political Science at UC Santa Barbara has been home to top scholars engaged in cutting edge research. Housed in a world-class university widely known for its interdisciplinarity, the department is committed to rigorous quantitative and qualitative research, as well as to normative theory.

In addition to its commitment to research, the department prides itself on first-rate teaching at the undergraduate and graduate levels. Our research and teaching cover the traditional fields of International Relations, Comparative Politics, American Politics, Political Theory, and Research Methods. We are distinctive because of our additional emphasis on the Politics of Identity and Politics of the Environment.

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:

Responsible for providing academic advising and general program support to the Political Science department in support of the Undergraduate Program. Acts as the initial source of academic advising for undergraduate students in Political Science. Responsible for providing undergraduate academic advice, which includes reviewing and approving petitions, degree completion analysis, major/minor requirements, course progression and other degree related requirements and planning. Serves as a liaison to the College of Letters & Science Academic Advising Office, other campus agencies, as well as all other students, faculty and the department curriculum committee. Assists the Department in implementing systems to track student data, manages multiple databases including current student and alumni information. Monitors academic progress of declared majors, interprets and applies UC systemwide and campus policies and develops procedures and practices for student advising. Maintains a supportive climate by identifying student related problems and refers students to campus resources. Coordinates publicity for the undergraduate program, courses and faculty research. Serves as a department contact for current students and alumni, actively participates in key decisions involving students and the program along with the Department Chair, Vice Chair, Undergraduate Committee and department manager/supervisor. Additional duties include, but are not limited to, assisting faculty with the preparation of course materials, back-up payroll processor and department purchaser, responsible for key coordination and distribution, textbook ordering, DSP exam accommodations, and other clerical administrative duties as assigned.

Required Qualifications:

• High school diploma or GED.
• Ability to manage workload, prioritize tasks and work on multiple projects under the pressure of tight timelines.
• Excellent organizational skills.
• Excellent communication and customer service skills.
• Possess independent judgment, initiative, and problem solving abilities.
• Solid knowledge of word processing, spreadsheet, and database applications.
• Experience using Google Workspace.

Preferred Qualifications:

• Bachelor's degree or equivalent experience and/or training.
• 1-3 years experience working within a university setting.
• Experience providing academic advising.
• Proficient in the use of all campus student data systems (Gaucho Blue, AAA, Gaucho Space, etc.)

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:

• 50% Academic Advising - Provides approximately 1000 Political Science majors and potential majors academic advising regarding major requirements, academic planning, course requirements, academic problem solving, transfer work and graduation. Is knowledgeable about departmental college and University degree requirements, procedures, policies, and can accurately interpret and provide information to students, and faculty. Evaluates students' major progress and identifies students' academic progress to degree suggesting appropriate courses of action and/or providing alternate educational resources. Analyzes and provides guidance as required and has authority to sign petitions on change of major, double major, and transfer of courses from other institutions, requirement substitutions and waivers. Advises transfer and EAP students on their transfer work and evaluates courses transferable from other institutions. Increases students' awareness of educational resources available to them, including but not limited to Campus Learning Assistance Program, DSP, Counseling and Career Services, College Honors Program, Education Abroad Program, Educational Opportunity Program, and independent study courses with faculty. Provides career and graduate school information. Assists in clarifying career and academic goals and develops education plans. Gives guidance regarding acquiring internships and letters of recommendations and clarifies graduate school admission process. In compliance with University, State and federal regulations, enforces policies and procedures regarding access to student records. Works with established policies and procedural guidelines related to FERPA in regards to student records. Exercises professional judgement, discretion, confidentiality and sensitivity in all communications regarding student academic performance and matters.

• 40% Academic Administration - Employs proficiency in the use of all campus student data systems (Gaucho Blue, AAA, Gaucho Space, etc.). Ensures that all student academic records are accurate. Provides expert analysis of progress towards degree. Monitors, interprets and advises on students' progress toward degrees and graduation. In conjunction with the Program Chair and Business Officer, assists in preparing the Curriculum Plan for each academic year. Provide input to the Curriculum Committee on matters relating to the Political Science curricular program especially as it relates to Undergraduate course requirements and education. Anticipates, coordinates and assists in resolving faculty teaching constraints and teaching conflicts. Assists in administration of the Honors Program, Student Awards and Scholarships. Serves on the Awards Committee and participates in awardees identification and notification processes. Coordinates and orders textbooks and desk copies for faculty for department courses. Prepares and distributes student evaluations for faculty and Teaching Assistants (TAs). Contacts publishers; works closely with book representatives, faculty, lecturers, and graduate Teaching Associates. Coordinates course readers for classes as required. Serves as liaison with the UCSB library, local printing companies, and UCSB bookstore. Scans open ended student comments for faculty and TAs and saves as digital files on the department Box file. Uploads ESCIs to BOX for Departmental review. Collects syllabi from instructors each quarter and stores them digitally. Serves as proxy and liaison with Disabled Students Program (DSP), students and faculty to provide registered DSP students with appropriate accommodations. Fulfills DSP requests in a timely manner while adhering to regulations. Assists with supervision and oversight of the undergraduate advising office, including hiring and training undergraduate peer advisors. Other duties as assigned.

• 5% Financial Administration - Backup purchaser for department supply orders. Holds necessary privileges in Gateway online procurement system. Tracks ongoing purchases, and checks shipping status to report any shipping delays. Serves as backup approver for financial transactions and backup payroll manager in Kronos to approve and sign off hours for student employees as needed.

• 5% General Administration - Maintains lists such as committee assignments, space locations, and home addresses. Prepares and distributes meeting and seminar announcements when requested. Assists with all shipping, receiving and outgoing packages and mailings. Submits work order to facilities for trouble calls, maintenance, and repairs. Responsible for all department keys and maintains a key database. Other clerical/administrative duties as needed.

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.

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