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Job Code: 004722
Job Open Date: 7/18/2023
Application Review Begins: 8/2/2023; open until filled
Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)
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
Hiring/Budgeted Hourly Range: $27.29 - $29.18/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 $27.29 to $39.12/hr. The budgeted hourly range the University reasonably expects to pay for this position is $27.29 to $29.18/hr.
Work Location: UCEAP
Working Days and Hours: M-F; 8am – 5pm Pacific Time or similar schedule
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Eligible for remote or hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Profile
The University of California Education Abroad Program (UCEAP) is committed to promoting excellence through diversity, equity, and inclusiveness. In keeping with the academic mission of the University of California, UCEAP recognizes that diversity is integral to the University’s achievement of excellence and strives to create an environment that is welcoming for all. UCEAP upholds the principle of equal opportunity for all and adheres to the University of California Diversity statement. Through international academic experiences, UCEAP inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program, supporting this mission and serving over 100,000 students across all 10 UC campuses and over 30,000 international exchange students. UCEAP typically has over 6,000 student participants annually and is active in over 40 countries worldwide. Sustained by strong academic excellence, spirited faculty collaboration and an interrelated support system, UCEAP produces future global citizens and thought leaders. www.uceap.universityofcalifornia.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
UCEAP provides international education opportunities in over 40 countries to more than 5,000 UC students outbound and 1,500 Reciprocal (inbound) exchange students each year. Reporting to the Program Specialist, Reciprocal Exchanges, this position completes routine assignments working toward mastery of tasks of moderate scope and complexity, with guidance from the supervisor. May exercise judgment within defined procedures and policies to determine appropriate action. Provides advising and administrative support in operational aspects of the work performed by the Reciprocity staff. Communicates on a daily basis with UC Study Center staff and partner university liaisons abroad, students, and campus colleagues in a broad range of UC offices. Communication with students takes place remotely (online and by phone) rather than in person. Supports the student's program from pre-application through return to the home university. Provides backup support for staff as requested. Completes administrative tasks for the unit, and attends team meetings and other office-wide meetings.
As an integral member of the unit, the Advisor works cooperatively with other team members and UCEAP units as necessary; understands and applies broad administrative rules, policies, and precedents; consults with senior-level staff and receives direction for more complex assignments, projects, tasks, and policy interpretations. Provides consistent application of UC policy in all aspects of unit work.
Required Qualifications
- Bachelor's degree or equivalent training and/or experience.
- Minimum two years of clerical/office experience.
- Previous customer service experience.
- Proficiency in MS Office, including Excel.
- Ability to independently perform detailed and accurate clerical work while meeting critical deadlines.
- Excellent attention to detail with strong organizational and analytical problem-solving skills.
- Ability to prioritize and adjust to varying workloads, manage a variety of tasks, and meet various deadlines with changing priorities, interruptions, and conflicting deadlines.
- Excellent oral and written communication skills and ability to communicate effectively with UC staff, students, and Job Standards, often over the phone or by e-mail.
- Skill in independently researching questions and analyzing information, situations, policies, and procedures to define problems, formulate conclusions and recommend solutions.
- Flexible and able to work both independently and cooperatively in a team environment.
Preferred Qualifications
- Experience with US institutions of higher education, including UC.
- Experience interpreting and applying academic, government, or other organizational policies, requirements, or regulations.
- Working knowledge of social media platforms and services.
Special Conditions
- The UCEAP Systemwide Office is located in Goleta, CA (near UCSB). This position is eligible for remote or hybrid work arrangements. Work schedule to align with business hours, Pacific Time.
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
25% Administrative and Advising Support - Understanding, interpreting, and accurately applying defined UC academic policies and UCEAP requirements: As the principal monitor of the general team email account, ensures that messages are appropriately directed to responders in the unit. Serves as the initial contact for all communications related to the processing of Reciprocal Exchange student applications, language proficiency examinations, housing, visa and registration policies and practices. Maintaining excellent customer service, responds to inquiries from UC Study Centers and partner university liaisons, UC staff and others. Advises and communicates program requirements, guidelines and policies to students, UC Study Centers and partner university liaisons, conferring with Specialists as required. Identifies, investigates and follows up on non-routine discrepancies and problems; flags unresolved issues for Specialist's attention. This may include identifying a student with special needs, as well as expediting emergency messages to/from the campus, student, emergency contact, UC Study Center and partner university liaison and Specialists as needed. Responsible for timely completion of program-specific tasks and projects.
30% Application Audit and Pre/Post-placement Operation - Under the direction from the supervisor and Specialists and in accordance with procedures and guidelines: Acts as initial reviewer to audit student applications for completeness and compliance with admission requirements and deadlines. Follows up with UC Study Centers and partner university liaisons to collect missing or incomplete documentation. Assesses documentation received for accuracy and completeness. Using knowledge of priorities and procedures, processes the documentation or ensures that it is directed to the appropriate Specialist, host UC office or UCEAP unit for their action. Flags specific and non-routine problems regarding student documentation for Specialist's attention. Manages and prioritizes routine requests from UC Study Centers and partner university liaisons, UC offices, students and others.
35% Information Management and Support - Manages student data records and files from application to the end of program. Verifies and maintains accuracy of student data. Improves efficiency through use of technology and integration of systems; suggests technical improvements where appropriate. Creates and distributes routine and customized reports for UC offices, UC Study Centers and partner university liaisons. These reports may include but are not limited to admissions information, confirmation of enrollment/participation and contact information. Under the direction of the supervisor or Specialist may create and distribute routine or customized reports for use by the Reciprocal Exchanges Director, Specialists, UCEAP management, UC management and UC staff as necessary. Verifies for accuracy and records admissions information, enrollment and address information, and issue of visa documents. Liaises with UC offices to track quarterly registration of students and verifies that registration meets U.S. immigration regulations and UC policy. Flags problems and exceptions for Specialist's attention. Responsible for collecting and maintaining current emergency contact information of Reciprocal exchange students.
10% Other Task as Assigned - Attends team, office-wide and other meetings as appropriate. Provides backup support for team staff as requested. Performs other duties as needed.
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 25, 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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