Dean of Undergraduate Programs jobs in Santa Barbara, CA

Job Code: 004722

Job Open Date: 4/16/24

Application Review Begins: 5/1/24; open until filled

Department Code-Name: ENGR - Dean, College of Engineering

Percentage of Time: 50%

Employee Class (Appointment Type): Staff (Career)

FLSA Exemption Status: Non-Exempt

Work Location: 1006 Harold Frank Hall

Hiring/Budgeted Hourly Range: $27.29 - $33.49/hr.

Full Hourly 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 hourly range for this position is $27.29 to $39.12/hr. The budgeted hourly range the University reasonably expects to pay is $27.29 to $33.49/hr.

Days/Hours: 20 business hours/week across M - F, 8am - 5pm; exact hours to be determined

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: In-person only

Special Instructions

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

Department Marketing Statement

The College of Engineering at UCSB is noted for its excellence in teaching, research, and service to the community, infused by a spirit of entrepreneurship in education, scholarly activity and participation in engineering practice. Our mission is to provide our students with a firm grounding in scientific and mathematical fundamentals; experience in analysis, synthesis, and design of engineering systems; and exposure to current engineering practice and cutting-edge engineering research and technology. The College has an enrollment of approximately 1,500 undergraduate students and 700 graduate students with a full-time, permanent faculty of 165, and offers undergraduate and graduate degree programs in seven departments including Biological Engineering, Chemical Engineering, Computer Science, Electrical and Computer Engineering, Materials, Mechanical Engineering and Technology Management.

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 Intake Advisor serves as the initial contact for the College's Office of Undergraduate Studies. Utilizing advanced customer service and professional skills, provides general academic advising, as well as, receptionist services including answering phones and greeting students, faculty, and other visitors who contact the Office via telephone or in person. Provides administrative and analytical support to the Associate Dean for Undergraduate Studies in the College of Engineering, including correspondence, maintaining electronic calendar, arranging travel, and scheduling meetings on his behalf. Provides administrative support for the Office, including travel, entertainment, and other documents needed for reimbursements. Coordinates outreach communication to current and admitted students. Serves as the event coordinator for Discover Engineering. Provides staff support for College's special events, including recruitment events, commencement ceremonies, open houses, and senior awards events.

Required Qualifications

• High School Diploma or GED.
• 1-3 years of administrative work experience.
• 1-3 years of experience with software programs and computer literacy.
• Ability to teach others novel information in an effective, patient manner.
• Effective, respectful and clear communication skills.
• Strong customer service skills.

Preferred Qualifications

• Thorough knowledge of UC administrative procedures and processes including word processing, spreadsheet and database applications
• Strong organizational skills.
• Ability to work effectively in a team environment, with willingness to help team members.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.
• Occasional extended hours for special events.

Special Instructions

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

Job Functions/Percentage of Time/Duties

60% Academic Advising Support- Serves as the first point of contact for the Office of Undergraduate Studies, utilizing advanced customer service and professional skills. Through extensive questioning, uses professional judgment to determine necessity and appropriate routing of phone calls, e-mails, and requests for appointments and information. Ensures all queries are followed up in a timely manner. Provides general and routine academic advising to prospective students and current undergraduates in the College of Engineering. Answers routine advising questions and provides information about the College's degree programs, including petition processing, academic deadlines, and policies. Is knowledgeable about departmental, college, and university requirements and accurately interprets and explains these policies to students and faculty. Advises new, continuing, and inactive students regarding major choice, major requirements, general education and other degree requirements. Independently assists students in registration procedures, preparing petitions and other required forms, and refers students to academic advisors as appropriate. Assists Financial and Operations Officer with undergraduate student organization requests, including maintaining reservation system and usage policy for the Engineering Undergraduate Conference Room (EUCR). Is knowledgeable about student organization activities and policies and liaisons with the Office of Student Engagement and Leadership. Assists advising staff with administrative tasks such as book orders and instructor evaluation processing. In compliance with University, state, and federal regulations, enforces policies and procedures regarding access and availability of student records. Works within the established policies and procedural guidelines relating to the Family Educational Rights and Privacy Act (FERPA) in regards to student records. Exercises professional judgment, discretion, confidentiality, and sensitivity in all communication regarding college and student matters.

20% Administrative Assistant to Associate Dean -Utilizing advanced customer service, professional skills, and computer resources, provides administrative and analytical assistance to the Associate Dean for Undergraduate Studies. Analyzes and filters all types of communication received in the office and is conversant and knowledgeable on issues and activities of the Associate Dean and the student affairs unit, in order to respond on the Associate Dean's behalf. Provides analytical support, including knowledge of policies on a wide range of topics and issues. Analyzes and prepares reports, spreadsheets, and presentations. Writes/drafts documents and reports for the Associate Dean's consideration. Oversees timely receipt and distribution of confidential correspondence, reports, and responses to inquiries. Ensures pertinent information is copied and routed appropriately. Drafts and edits confidential correspondence and email for Associate Dean, on a variety of issues. Develops and maintains office files for non-student issues and policies, including College accreditation, academic policies and procedures, and campus administrative issues. Maintains calendar of the Associate Dean's daily activities, utilizing an electronic calendar system, prioritizing appointments, meetings, and conferences. Coordinates a variety of meetings relating to college and campus-wide business, including standing committees and ad hoc meetings. Coordinates and schedules travel arrangements for the Associate Dean. Independently researches data and background information required for meetings and other business for the Associate Dean. Acts as liaison with departmental academic faculty, administrative staff, and other campus departmental personnel and administrators.

20% Administrative and Event Responsibilities - Provides clerical support for the unit and maintains records for about 2,000 undergraduate students. Performs other clerical duties: word processing, photocopying, processing student forms, and scanning documents. Maintains calendar of the Undergraduate Office's daily activities, utilizing electronic calendar, prioritizing appointments, meetings, and conferences. In coordination with the Director of Academic Advising, assists in updating GEAR, the College General Engineering Academic Requirements catalog. Has a wide knowledge of software programs, including: MS Office, Adobe Acrobat, and campus systems such as STAR, Academic Advising Assistant, and ASSIST. Prepares travel itineraries, makes travel arrangements, and completes necessary forms for travelers in the unit. Utilizes Connexxus (an online travel center system) for state employee airline fares. Collects and assembles travel and entertainment reimbursement documentation for approval. Submits travel reimbursements using Accounting's on-line travel voucher process. Serves as event coordinator for Discover Engineering. Manages event planning logistics, including coordination with college and departmental staff. Provides staff support for the College's special events, including: recruitment events, commencement ceremonies, open houses, and senior awards events. Manages the Engineering Undergraduate Conference Room facility, overseeing its electronic calendaring and on-line reservation system. Schedules the facility following established guidelines. Responsible for issuing keys, handling user needs, and monitoring appropriate usage of the room.

Policy on Vaccination Programs

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.

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 Revisions https://policy.ucop.edu/doc/5000695/

• 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 Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations

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