Academic HR Coordinator

Position Number: 40076775

Payroll Title: ACAD HR ANL 2 CX (005390)

Job Code: 005390

Job Open Date: 10/21/26

Application Review Begins: 11/5/26

Department Code (Name): ENST (ENVIRONMENTAL STUDIES DEPT)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $31.47/hr. to $34.96/hr. 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 $31.47/hr. to $55.12/hr.

Work Location: Bren Hall - 4311

Working Days and Hours: M-F, 8 AM - 5 PM

Benefits Eligibility: Full Benefits

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

Established in 1970, the Environmental Studies Program at UC Santa Barbara is one of the oldest and largest programs of its kind, with more than 1,100 current majors and over 7,500 alumni. The program has a longstanding commitment to interdisciplinary research and teaching, and a balance among the biophysical sciences, social sciences, humanities, and applied professions. UC Santa Barbara is a Hispanic Serving Institution, and more than 40 percent of our undergraduates are first-generation college students. The department has 17 faculty, 26 lecturers, and 6 full-time support staff; the program is housed in the triple-platinum LEED green building, Bren Hall.

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 HR Coordinator for the Environmental Studies (ES) Program is responsible for coordinating the wide variety of academic HR personnel and recruitment processes for the department's Lecturers, Teaching Assistants/Associates, Visiting Scholars, and other academic titles as needed. This includes coordinating the academic hiring and on-boarding/off-boarding process for candidates, the merit/promotion review process for continuing candidates, analyzing policies and procedures to provide critical guidance and excellent customer service to academic employees, and adherence to campus-wide UCSB Academic Personnel policies and procedures. Collaborates with the Business Officer on coordinating and planning the Environmental Studies Senate Faculty merit/promotion review cycle and assesses case materials. Acts as a liaison between various campus departments related to benefits, payroll, instructional support, visa policies etc. and utilizes a comprehensive understanding of UC academic HR concepts and policies to provide guidance to department employees. Maintains confidential faculty, instructor and student employee files and database. The Academic HR Analyst is expected to provide special project support to the Chair, Vice Chair and Business Officer. Special projects may include planning logistics for Environmental Studies annual guest lectures, memorial/recognition events and correspondence, faculty retreats, etc. Collaborates with the ES Program Assistant on design, proofreading, layout and production of ES Program brochures, informational fliers, event programs, award certificates, etc. Provides analytical support by researching, collecting and analyzing information as needed for special projects, and administrative support in coordinating faculty committee related activities, coordination of schedules for visiting faculty and recruitment candidates, departmental outreach events and correspondence involving potential donors, etc. Collaborates closely with the ES Financial Team on quarterly tracking of payroll for new and departing academic appointees, and collaborates closely with the ES Student Affairs Team on ensuring academic hiring matches curriculum/course scheduling and the department's long-range plans. Assists with record management and award letters for donor scholarships/fellowships. Maintains departmental quarterly statistical reports and instructor evaluations. Completes ESCI and IRAL instructor reporting. Coordinates access to various campus systems and resources for the department's academic employees, and provides backup support for the department's miscellaneous instructional needs. #LI-KA1

Required Qualifications:

• Bachelor's Degree in related area and / or equivalent experience / training
• 1-3 years Administrative work experience.
• Excellent writing and communication skills.
• Proficient in Microsoft Office and Google applications.
• Ability to work independently as well as in a team environment.
• Ability to work in a high-volume fast paced environment.
• Excellent customer service skills.
• Organization and time management skills.
• Attention to detail.
• Ability to think creatively when finding solutions to problems.

Preferred Qualifications:

• 1-3 years Work experience in Higher Education setting.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

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

• 60% Academic Recruitment, Policy & Employment - Under the general supervision of the Business Officer, the Academic HR Coordinator independently initiates and manages all employment-related activity for new and continuing academic employees including Lecturers, Continuing Lecturers, Teaching Assistants, Associates, Specialists, Academic Coordinators, Visiting Scholars, etc. Manages full-cycle onboarding of academic employees from initial recruitment through selection and employment, and contract end processes. Analyzes and applies local and systemwide UC policy to identify and recommend appropriate actions and ensures compliance with current labor relations policies. Independently researches and interprets University policy on academic matters for the Chair, Vice Chair, and MSO. Serves as primary resource and contact point for academic personnel policy within the department, providing consultation and interpretation to the Chair and Business Officer, and faculty. Recommends appropriate courses of action or alternative solutions to requests that do not conform to policy. Academic Recruitment: Initiates and manages all recruitment activities for academic employees. Manages, updates and maintains data for UC Recruit. Submits search plans, search reports and concludes recruitments. Manages applicant review process. Acts as liaison between search committees and campus reviewing agencies including Academic Personnel and Office of Equal Opportunity. Manages the Teaching Assistant and Associate recruitment process and coordinates with faculty and various campus department advisors on employment eligibility and selection. Appointment/Employment: Drafts and prepares appointment cases/renewals in consultation with Department Chair, Business Officer, search committees and candidates. Using detailed knowledge of campus bargaining agreements and academic policy, advises on conditions of employment, mandated reviews and end dates. Works closely with Academic Personnel to ensure compliance with policy and regulations. Provides advice on the appointment and eligibility aspects of various academic positions. Reviews and evaluates proposed UC, campus, and collective bargaining unit changes to academic policies and assesses potential implementation impact on departmental procedure. Completes UC Path payroll entry for Lecturers, Teaching Assistants, Associates, and other academic employees as needed. Develops and maintains a matrix to track appointments that includes a mechanism to notify when important milestones are imminent. Advises department management, faculty supervisors, and employees on processes. Serves as primary departmental advisor regarding employment of non-US citizens. Responsible for interpretation and analysis of policy in regard to recruitment, hiring, and hosting international employees and scholars. Independently advises all non-US citizen current and potential employees and students, PIs and departmental staff regarding employment criteria associated with multiple visa types and conditions. Creates and maintains employee profiles and visa documents in UCSBGlobal. Tracks current visa holders expiration dates and coordinates the renewal or termination of visas within the department. Merits and Promotions Cycle: Manages and coordinates the excellence review and merit case cycle for eligible Continuing Lecturers. Notifies candidates of the necessary materials and policies. Reviews and coordinates candidate materials in preparation for departmental faculty and Dean review. Coordinates and collaborates with the Business Officer in the processing of Senate Faculty merit/promotion cases.
• 15% Instructional Planning and Tracking - Collaborates with the Environmental Studies Business Officer and Financial Team to track the annual Temporary Sub 0 budget for Lecturers, Associates and Teaching Assistant payroll expenses. Responsible for completing the annual Workload Report data entry. Tracks and coordinates faculty special leaves. Assists Business Officer in soliciting teaching preferences from Faculty, Instructors, Associates and Teaching Assistants, organizes the responses together with the records of previous years, in order to help the Chair, Vice Chair and Business Officer to make the final assignments. Works closely with the Business Officer and Student Affairs Team on tracking that the instructional hiring matches the quarterly curriculum/classroom scheduling. Coordinates ESCI student evaluation requests and review. Miscellaneous other duties as assigned in order to meet any changes to campus procedures/policies.
• 10% Special Events and Project Support - Provides special project support to the Chair, Vice Chair and Business Officer, as required. Special projects may include planning logistics for Environmental Studies annual guest lectures, memorial/recognition events, faculty retreats, etc. Collaborates with the Environmental Studies Program Assistant on design, proofreading, layout and production of ES Program brochures, informational fliers, event programs, award certificates, etc. Provides analytical support by researching, collecting and analyzing information as needed. Duties may involve, but are not limited to, coordination of faculty committee related activities, coordination of schedules for visiting faculty and recruitment candidates, etc. May assist with planning and coordinating department outreach events and correspondence involving potential donors. Acts as part of liaison team, in concert with Chair, between the department and college development office concerning development initiatives. Provides backup support to the Program Assistant on departmental website and listserv updates, as needed.
• 10% Financial Tracking - Oversees the allocation, tracking, and reporting of departmental Block Grant funds and graduate student financial support (including fellowships, TAships, GSR appointments, and stipends).
• 5% Records Management - Maintains confidential files and keeps the department's academic digital database organized. Maintains a database for tracking academic personnel transactions, recruitment, sabbatical leaves, and payroll data associated with academic personnel. Collaborates with the Program Assistant on compiling, tracking and documenting donor scholarships/fellowships, and generating award letters for recipients. Identifies areas for improvement, defines problems and devises solutions in coordination with the Chair and Business Officer. Responsible for completing a quarterly Instructional Resources Audit List (IRAL) report, verifying its accuracy and submitting it by the deadline specified for the particular quarter to the Office of the Registrar.

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 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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.

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