Assistant to the Deans

Job Code: 007397

Job Open Date: 6/29/23

Application Review Begins: 7/17/23; open until filled

Department Code (Name): GSED (Dean, School of Education)

Percentage of Time: 100%

Union Code (Name): 99 Non-Represented

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: 19

Hiring/Budgeted Hourly Range: $27.16 - $30.00/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 this position is $27.16 to $46.70/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.16 to $30.00/hr.

Work Location: EDUC Bldg. 275 room 4125

Working Days and Hours: Monday-Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Not Eligible

Special Instructions

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

Department Profile

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

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 Dean of the Gevirtz Graduate School of Education (GGSE). Manages and/or coordinates special projects or actions for the Dean, Associate Dean, or Assistant Dean. Anticipates needs, understands priorities, and sets deadlines accordingly.

Manages multiple, complex appointment calendars and oversees distribution of correspondence and other information. Arranges travel and entertainment and originates travel and entertainment approvals, payments, and reimbursements. Serves as coordinator or advisor to various school-wide or Dean's committees. Administers and coordinates the review, analysis, and processing of all academic personnel transactions that require the Dean's approval. Supports the Dean with analysis in the coordination, review, and approval of all activities relating to appointments, merits, retentions, and leaves for ladder faculty, lecturers with security of employment, non-senate faculty, and other academic appointees, as appropriate. Adheres to strict policy of confidentiality.

Required Qualifications

• Knowledge of computer applications programs, including the use of email and various software and database applications.
• Ability to communicate effectively, both verbally and in writing, and to use discretion and maintain confidentiality.
• Demonstrated ability to use sound judgment in responding to issues and concerns, and ability to prioritize responsibilities and multiple tasks.
• Bachelor's Degree or equivalent experience and/or training.

Preferred Qualifications

• Experience working in an administrative setting, preferably in higher education.
• Demonstrated ability to analyze, research, and synthesize large amounts of data with strong attention to detail.
• Ability to interpret and apply policies.
• Working knowledge of University policies, guidelines, and procedures.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Executive Support and Coordination – 30%

Provides executive level support to the Dean, Associate Deans, and Assistant Dean of GGSE in order to successfully meet school, divisional, and campus goals and objectives. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the Deans. Manages the Dean’s calendar, anticipating needs and researching, analyzing, and synthesizing information to prepare briefs, reports and summaries for the Deans.

Tracks reports due, correspondence, action items and special projects. Coordinates actions to and from executive offices such as Office of the President, Chancellor, Executive Vice Chancellor, Vice Chancellors, etc., responding to requests or providing information as requested. Provides a bridge for smooth communication between the Dean's office and campus departments, demonstrating leadership to maintain credibility, trust and support. Provides information as requested resolves or refers problems to other sources and tracks the outcomes.

With extensive knowledge of calendar procedures and careful attention to detail, manages and schedules complex meetings, travel, and entertainment arrangements for the Dean. Requests prior approval from the Executive Vice Chancellor (EVC) for entertainment and travel, composes exception request memos to EVC when required. Ensures travel and entertainment reimbursements are submitted in a timely manner and tracks payment to Dean's corporate card. Works closely with the Dean to keep them well informed of upcoming commitments and responsibilities, following up as appropriate. Ensures the Dean stays on schedule.

Acts as Dean's ambassador welcoming guests and visitors by greeting them in person or on the telephone by answering or directing inquiries. Manages the reservations of the Dean’s boardroom and ensures that the space is available and set up as needed prior to meetings and events, including ensuring that it is clean and tidy, submitting facilities work requests as necessary.

Must be able to maintain the highest level of judgment, tact and confidence while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiples tasks and projects with competing deadlines.

Analytical Support – 25%

Provides analytical support, including knowledge of policy, on a wide range of topics under pressure of frequent deadlines. In collaboration with Dean's office staff, analyzes new policies and provides support for implementation of required changes in procedures. Researches statistics and histories using various sources. Analyzes and prepares spreadsheets, graphs, tables, reports and presentations. Drafts documents and reports for the Dean's consideration.

Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and/or briefing materials for the Dean. Provides support for short- and long-term planning. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Researches, analyzes and synthesizes information to prepare Dean briefs, reports, and summaries. Assists the Dean in preparing for on- and off-campus visits and public appearances.

Manages and/or coordinates special projects or actions for the Dean, Associate Deans, or Assistant Dean from conception to completion, some of which may have organizational impact. Projects may include review of policies procedures and historical information; researching and analyzing data; establishing agendas and timelines; drafting memos, documents and confidential reports; and proposing recommendations for the Deans' consideration. Coordinates projects efficiently and effectively.

Must understand and respond appropriately to the political climate of the School and campus as issues and consequences of actions may have broad impacts to the school and campus.

School-wide Administration and Committee Support -25%

Serves as coordinator for school or Dean's advisory committees organizing membership, meeting times, and committee missions and content. Committees include: Dean's Leadership, Council of PIs, GGSE Diversity and Equity Committee, IT Committee, and others as determined by Dean or Assistant Dean. Researches and organizes background material and provides information to committee members. Solicits agenda items from members and ensures timely distribution of agendas and background materials. Takes notes and maintains record of minutes, as needed.

Analyst to the GGSE Faculty Executive Committee (FEC). Researches background material and provides analysis on current topics being discussed and acted on. Drafts memos and other documents on behalf of the FEC chair and committee's review and action. Consults with Academic Senate, including the Undergraduate Council, Graduate Council, and other Senate committees. In collaboration with other Dean's office staff, develops school policies for implementation of Senate regulations and designs new school-wide procedures for regulations which are then implemented by the GGSE academic departments.

Provides logistical support to school-wide meetings and events, including those hosted by the Dean. This may include issuing invitations and collecting RSVPs, managing Dean's event schedule and participation, or other event specific tasks as determined by the Assistant Dean.

Provides backup support to other GGSE staff as needed.

Academic Personnel Analysis – 20%

Administers and coordinates the review, analysis, and processing of all academic personnel transactions to be approved by the Dean. Supports the Dean with analysis in the coordination, review, and approval of all activities relating to appointments, merits, retentions, and leaves for ladder faculty, lecturers with security of employment, non-senate faculty, and other academic appointees as appropriate. Coordinates with AP Analyst to analyzes issues, identifies associated problems, evaluates alternate solutions, reviews requests for policy exceptions, and ensures compliance with policies and procedures, all while making careful judgments and implements decisions; in strict confidentiality.

Works closely with the Academic Personnel Analyst to ensure the timely submission of appointment, merit, and promotion cases from departments to the Associate Vice Chancellor for Academic Personnel by established deadlines. Serves as the primary contact on behalf of the Dean for Academic Personnel and appropriate Academic Senate committees during consultation and appointment period and as a liaison with the Office of Equal Opportunity.

Coordinates with Academic Personnel Manager to analyze and review ladder faculty appointments, merits and promotions for accuracy and ensures compliance with UC policies and procedures. Reviews, recommends and drafts Dean's letters for appointments, leaves, search waivers, and retentions. Analyzes and reviews sabbatical and other ladder faculty leave requests for Dean's approval and compliance with University policies and procedures, verifies eligibility and validates sabbatical leave credits.

Coordinates appointments and salary payments of the Dean, Associate Dean, and additional compensation of other academic administrative appointments in GGSE departments, centers, and clinics with the Academic Personnel Analyst. In consultation with the Dean and Assistant Dean, determines appropriate salary level and funding from the EVC for appointments and annual stipend payments.

Represents GGSE on campus committees related to implementation of new/revised Academic Personnel policies and procedures.

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

• Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 23, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html

** 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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