Payroll Title: Project Policy Analyst 2
Job Code: 007397
Job Open Date: 6/16/2023
Application Review Begins: 7/7/2023; open until filled
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Department Code (Name): EXOF (Office of the Executive Vice Chancellor)Percentage of Time: 100%
Union Code (Name): 99 Non-Represented
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator (Personnel Program): PSS
Salary Grade: Grade 19
Work Location: Cheadle Hall - 5105
Working Days and Hours: Monday - Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement: Hybrid schedule considered (up to 20% time remote) after completion of training period
Hiring/Budgeted Hourly Range: $28.00 - $32.00/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 salary range for the position is $26.39 to $44.78/hr. The budgeted hourly range the University reasonably expects to pay is $28.00 to $32.00/hr.
Special Instructions
For full consideration, a resume and a cover letter must be included as part of your application.
Department Profile
The Office of the Executive Vice Chancellor, in consultation with the Santa Barbara Division of the Academic Senate, has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President. The Executive Vice Chancellor is the chief academic officer of the University of California,Santa Barbara. The Executive Vice Chancellor is committed to working with all of the UCSB constituents to chart a strategic path that positions UCSB as one of the nation's top research universities in the 21st century; one that emphasizes our commitment to the highest quality of teaching, research, public service, outreach, and the pursuit of excellence and diversity.
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
Using independent judgment and maintaining a superior level of professionalism and initiative, conducts and manages daily activities and provides analytical and administrative support for the Office of the Executive Vice Chancellor (EVC). Under the direction of the Assistant to the EVC, manages and/or coordinates special projects or actions for the EVC, Associate Vice Chancellor for Academic Personnel, Executive Director for Academic Affairs, and other senior staff in the EVC Office. Anticipates needs, understands priorities, and sets deadlines accordingly. Provides support for the review and development of academic policies, programs and initiatives, as well as assessment and accreditation. Manages multiple, complex appointment calendars and oversees distribution of correspondence and other information. Provides support for the Academic Program Review process and the campus accreditation process. Oversees and provides support for various awards managed in the EVC office. Provides comprehensive support to the Director of Academic Planning and Policy and Director of Space Planning & Management for Academic Affairs.
Required Qualifications
Bachelor's degree in related area or equivalent experience and/or training.
Working knowledge of software applications including Word, Excel, and Google suite applications (GMail, Calendar, Docs, Sheets, Slides).
Demonstrated ability to use discretion and maintain all confidentiality.
Demonstrated proficiency in communication and interpersonal skills to communicate effectively, both verbally and in writing.
Preferred Qualifications
1-3 years experience in higher education administration.
1-3 years experience in project management.
Experience in a higher education setting.
Demonstrated ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Special Conditions of Employment
Satisfactory conviction history background check
UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
Analytical and Project Support (25%): Works on multiple projects simultaneously, meeting deadlines while maintaining a high level of accuracy. Sets priorities, coordinating deadlines for projects and information responses. Oversees timely receipt and distribution of confidential and sensitive correspondence, reports, and responses to inquiries. Researches background material including policies, procedures, and historical data, analyzes content, and uses judgment to determine or recommend appropriate course of action. Gathers, analyzes and prepares background content material and designs sophisticated reports for executive level presentations, often in response to campus and system-wide requests for information. Reviews correspondence, reports, and responses. As necessary, acts on behalf of the senior staff as a conveyor of information regarding sensitive, political, or confidential information with tact and discretion. Prepares reports and analysis of data for internal and external use.
Drafts highly sensitive and confidential emails, letters, or memoranda and provides proofreading assistance. Serves as professional staff support to campus committees and personnel searches, organizing meetings, contacting all committee members and candidates and handling complex scheduling and verbal and electronic communication throughout the process.
Researches and reviews background material and provides necessary insight, representing the interests of the Office of the Executive Vice Chancellor in a clear and concise manner while maintaining a high degree of confidentiality and professionalism. Coordinates assignments and projects including setting objectives; developing processes; and planning, coordinating, and implementing activities. Duties include: * In coordination with the senior staff, manages special initiatives and projects that require planning, coordinating, analyzing, implementing, and reporting. Analyzes, interprets, and communicates guidelines, as well as ensures campus compliance. * Coordinates, assembles, analyzes, and reports responses to a variety of annual calls and requests. * Informs, updates, and consults EVC Office personnel on activities, discussions, issues, and related actions. * Other special projects as assigned.
Academic Programs, Initiatives, & Accreditation (20%): Provides support to the EVC and Director of Academic Planning & Policy in developing new academic policies, in implementing those new policies, and in enforcing all academic policies, both new and existing.
Oversees and provides support for various awards managed in the EVC and Academic Personnel office. Develops and maintains various systems to track faculty awards and honors. Provides support for the management of various award programs, in consultation with other EVC and/or Academic Personnel staff. Duties may include serving as a staff advisor to planning and/or selection committees, coordinating events, managing complex tracking of applicant history, and coordinating communications to award applicants. Coordinates with the Academic Senate, Chancellor’s Office, Deans’ Offices, Development, and Public Events on various events.
Provides analytical and administrative support to the EVC and senior staff for the Academic Program Review process. Provides support to the campus wide WASC Accreditation Steering Committee and various subcommittees. The Steering committee oversees and coordinates campus data collection, and generates campus accreditation submissions. Schedules frequent meetings, reserves appropriately equipped meeting rooms, prepares and communicates meeting agendas and other documentation. Effectively schedules complex external accreditation team visits, involving campus leaders, faculty, staff, and students, exhibiting tact, discretion, and awareness of the central importance of accreditation to UCSB's mission. Drafts correspondence as needed.
Administrative Support (20%): Maintains and prioritizes complex calendars and arranges meetings, conferences, and appointments which require coordination of multiple schedules and facilities. Manages the calendar for the Associate Vice Chancellor for Academic Personnel, including oversight of campus-wide meetings. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Arranges complex travel and entertainment for the AVC and senior staff. Prepares travel and entertainment approvals and assists with organizing documentation for expense reports. While serving as a primary contact point for the EVC, AVC, Executive Director, and other senior staff in the main EVC Office suite, serves as a public face for the office. Acts with professionalism, sensitivity, discretion, and tact at all times.
Maintains accurate filing systems. Assists in planning and executing official campus events under the direction of the EVC and senior staff, and often in coordination with faculty, campus deans and Vice Chancellors, other UC campuses, the UC Office of the President, the Chancellor's office and the Office of Public Events. Events may include the New Faculty Orientation, Faculty Recognition reception, and the EVC End of the Year Report. Responsibilities may include managing attendees by issuing invitations and collecting / tracking RSVPs, soliciting quotes from vendors, coordinating renting locations and equipment if necessary, and planning menus. Designs invitations, programs, and other materials, as needed. Attends planned events and ensures proper organization and documentation, including troubleshooting when necessary.
Provides comprehensive back-up support to the Assistant to the EVC as needed including calendaring, reception, record-keeping, etc. Assists with staff meetings, social events, and quarterly team building activities. In coordination with other staff, acts as a Departmental Safety Representative (DSR) in coordination with other DSRs in the EVC Office, Academic Personnel, and Academic Affairs Information Technology. Provides support for business continuity planning as needed.
Space Management and Facilities Support (20%): Provides comprehensive analytical and administrative support to the Director of Space Planning and Management for Academic Affairs. With a high degree of attention to detail, updates, maintains, and ensures accuracy of the data for the Campus Classrooms website. Provides support for managing the distribution, assignment, and tracking of keys, and initiates collection of keys when necessary.
Document Management (15%): Under the guidelines established by senior staff, assumes responsibility for the comprehensive function of document processing, both digital and print, in the EVC Office including uploading and coding documents into the office Document Management System (DMS). Retrieves relevant historical documents as needed and reviews past actions in order to suggest appropriate distribution and/or response. Demonstrates familiarity with a broad range of university procedures, people and programs in order to identify connections and provide concise summaries when routing documents. Assists with complex distribution of communications from senior management. Exercises judgment and logic in order to adhere to strict standards and consistency for managing documents.
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 https://www.ucsb.edu/COVID-19-information
University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
- 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
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