Academic Personnel Coordinator (BLANK AST 4)

University of California - Davis; Davis (CA); Hybrid; USD 37,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental coverage

Vision coverage

Retirement plans

Parental leave

Paid holidays

Paid time off

CE allowance

Job summary

University of California - Davis is seeking an Academic Personnel Coordinator to provide analytical and administrative support for all academic personnel actions in the Yellow Cluster. The role ensures compliance with UC policies, supports annual reviews, and handles recruitment and visas for non-senate academics.

The position involves collaboration with chairs, directors, faculty, and staff, and includes financial analysis for new and continuing academics.

Qualifications

• Experience managing projects and multiple tasks including planning and coordinating assignments, adapting to changing priorities, meeting deadlines and maintaining a high level of productivity and efficiency.
• Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.
• Experience analyzing complex information and/or problems.Experience utilizing standard business software applications such as Microsoft Word, Excel, electronic Accounting and Personnel Systems.
• Interpersonal skills to interact and communicate effectively and professionally with administration, faculty, staff, visitors, and volunteers.
• Skills to work effectively and sensitively with individuals from diverse cultural backgrounds and perspectives to build mutual respect, fairness, and equity.
• Written and oral communication skills to effectively interact with all levels of department and campus management. Proofreading, editing, grammar and spelling skills. Basic computer skills to use email and log into various UC Davis software systems.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Responsibilities

• 75% - Academic Personnel
• 20% - Budget and Finance
• 5% - Support

Skills

Project management

Information synthesis

Data analysis

Interpersonal communication

Diversity and inclusion

Proofreading

Effective written communication

Tools

Microsoft Word

Microsoft Excel

Job description

Under general supervision of the HR Supervisor, the Academic Personnel Coordinator provides analytical and administrative support on all actions pertaining to academic personnel in the Yellow Cluster. Serve as primary resource and contact for academic personnel policy and practice to ensure compliance with University policy and procedures. Assist with all aspects of the annual academic review process; analyzes, reviews, and prepares actions including appointments, merits, promotions, appraisals, leaves, changes in status, salary adjustments, appeals and visas. Provide administrative and analytical support for the recruitment process for non-senate academic positions, and serve as a resource, providing advice, interpretation, and guidance regarding academic personnel issues for chairs, directors, faculty, managers, and staff. Responsible for providing financial analysis for new and continuing academics as well as providing administrative support on various projects for the Chairs, Directors and CAO.

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• no Minimum Education required.
• Experience managing projects and multiple tasks including planning and coordinating assignments, adapting to changing priorities, meeting deadlines and maintaining a high level of productivity and efficiency.
• Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.
• Experience analyzing complex information and/or problems.Experience utilizing standard business software applications such as Microsoft Word, Excel, electronic Accounting and Personnel Systems.
• Interpersonal skills to interact and communicate effectively and professionally with administration, faculty, staff, visitors, and volunteers.
• Skills to work effectively and sensitively with individuals from diverse cultural backgrounds and perspectives to build mutual respect, fairness, and equity.
• Written and oral communication skills to effectively interact with all levels of department and campus management. Proofreading, editing, grammar and spelling skills. Basic computer skills to use email and log into various UC Davis software systems.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Preferred Qualifications

• Experience with academic personnel policies and procedures in a higher education setting. Experience compiling and preparing academic dossiers, appointments, merits, promotions, appraisals, recruitments, leaves, etc.
• Experience preparing visas and/or permanent resident applications for international scholars. Experience with collective bargaining units and student employment regulations.
• Experience in accounting principles and techniques for preparation of all fiscal responsibilities.
• Knowledge of FMLA/CFRA/PDL.

Key Responsibilities

• 75% - Academic Personnel
• 20% - Budget and Finance
• 5% - Support

Department Overview

Serves six independent units in the College of Letters and Science Social Sciences that are clustered for administrative purposes: Psychology Department, Philosophy Department, Center for Mind and Brain (CMB), Science and Technology Studies Department (STS), Center for Science and Innovation Studies (CSIS), and Cognitive Science. The units consists of a Department Chair & 2 Vice Chairs (Psychology), Department Chair (Philosophy), Director and Associate Director (CMB), Department Chair (STS), Director of CSIS and Director of Cognitive Science, approximately 70 Senate faculty, 35 Academic Federation faculty, 100+ non-Senate academic employees of varying titles (Graduate Student Researchers, Teaching Assistants, Visiting Scholars, Postdoctoral Scholars, Lecturers), 150+ graduate students, 3200+ undergraduate majors, and 23 staff FTE. Since the Centers draw faculty from different colleges/divisions it requires that this position is conversant and knowledgeable about the many varying units.

POSITION INFORMATION

• Salary or Pay Range: $ 26.72 - $37.85
• Salary Frequency: Hourly
• Salary Grade: 109
• UC Job Title: BLANK AST 4
• UC Job Code: 004725
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100% Fixed
• Shift (Work Schedule): M- F 8:00AM - 5:00PM
• Location: Davis, Ca
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee's lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space. Work occasional overtime including evenings and weekends to meet operational needs.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

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 allegations 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.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together. As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination. Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere. To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks #CA-CB