Lead Academic Specialist, Global Programs

Job Posting Details

Payroll Title: Student Academic Advisor 4

Job Code: 004546

Job Open Date: 11/20/2024

Application Review Begins: 12/09/2024; open until filled

Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $69,500 to $83,000/year. 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 $69,500 to $123,500/year.

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: Hybrid (Both UC & Non-UC locations) On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, and for periodic meetings with direct report staff member(s), etc.

Special Instructions: 

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

Department Marketing Statement: 

Through international academic experiences, the University of California Education Abroad Program (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. In support of this mission, it has served over 100,000 students across all ten UC campuses and over 40,000 international exchange students. UCEAP is committed to promoting excellence through diversity, equity, and inclusiveness. Recognizing that diversity is integral to the University’s achievement of academic excellence, UCEAP upholds the principle of equal opportunity for all, adheres to the University of California Diversity statement, and strives to create an environment that is welcoming for all. UCEAP typically has over 6,000 student participants annually, is active in over 40 countries worldwide, and welcomes about 1,500 Reciprocity students annually to the University of California. Sustained by strong academic excellence, spirited faculty collaboration, and an interrelated support system, UCEAP produces future global citizens and thought leaders. 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: 

Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. Reporting to the Academics Managing Supervisor (Manager), applies advanced academic advising concepts and experience, addresses the most difficult problems in academic advising, and develops solutions to these problems. Recognized as having advanced, specialized expertise Is expected to identify systemic problems and issues, and propose solutions for the program on changes to policies and procedures. Provides advice and counsel on academic advising issues to other, experienced academic specialists and study abroad advisors. Communications with students primarily take place remotely (online and phone) rather than in person. Performs complex research, review, and analysis of host institution academic opportunities appropriate to UC undergraduate and/or graduate students and of UC, UCEAP, and host institution academic policies and procedures; and disseminates advising and recruitment information to indicated UC campus offices and academic departments. Manages the process by which credit earned abroad is applied to a student’s UC record; advises Study Centers, Campus Study Abroad Offices, registrar offices, and students about UC and UCEAP policies pertaining to students’ academic work and records in programs worldwide; and works to ensure that automation of these processes is as advanced and efficient as possible. Responsible for all academic information pertaining to a specified portfolio group within the more than 5,500 student UCEAP participants each year, in over 40 countries worldwide. Works closely with the Associate Dean, Associate Program Director, and Academic Manager in implementing and archiving academic policies and procedures. Promotes UCEAP programs at occasional student fairs and campus events. Assembles and maintains program information, manages student registration information, and generates reports in a complex in-house database. Collaborates with IT and Marketing units on academic web and database issues and requests. The Lead Academic Specialist serves as a liaison, providing coordination and leadership on behalf of all Academic Specialists across the global programs team, for special projects and committee/work group representation. 

Required Qualifications: 

• Bachelor’s degree in related area and / or equivalent experience / training. 
• Six or more years of relevant experience, including two or more years of administrative experience, or equivalent combination of education, training and experience. 
• Excellent oral and written communication skills. 
• Sound judgment, with decision-making and problem-solving skills. 
• Ability to develop original ideas to solve problems. 
• Ability in problem identification and reasoning. 
• Ability to develop original ideas to solve problems. 
• Ability to work collaboratively and coordinate within a complex organization. 
• Interpersonal skills, multicultural competencies, and ability to work with diverse populations. 
• Previous project management experience. 
• Proficient in Microsoft Office, including MS Teams and SharePoint or equivalent. 
• Previous experience with enrollment management systems, productivity, and database management software. 
• Knowledge of web and social media tools. 
• Experience interpreting and applying government or other organizational policies, requirements, or regulations. 
• Ability to identify measures of system performance and actions to improve performance. 
• Ability in problem identification and reasoning. 
• Ability to develop original ideas to solve problems
  

Preferred Qualifications: 

• Advanced degree in related field.
• Knowledge of higher education policies and procedures, including UC. 
• Experience in implementing international education programs. 
• Familiarity with international institutions of higher education. 
• Experience with social media platforms and services. 
• Leadership or management experience within a professional team.

Special Conditions of Employment: 

• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, and for periodic meetings with direct report staff member(s), etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office. 
• Satisfactory conviction history background check 
• UCSB is a Tobacco-Free environment 

Job Functions and Percentages of Time: 

• 20% Leadership of Academic Specialists and Supervision of Analyst(s) – Provides coordination and leadership on behalf of Academic Specialists for assigned workgroup committees and projects, as needed. Provides mentorship to International Academic Specialists. Supervises Academic Analyst(s) within assigned functional team, including onboarding and training. Develops and maintains training materials and procedures. Assists Manager with onboarding program for new staff. Supports development and maintenance of training materials and procedures. Provides ongoing feedback and development to direct reports. Conducts annual performance evaluations. Investigates and handles personnel issues. Supports Manager in implementing strategic operations-related organizational initiatives. Regularly completes UC training courses in management and supervision, as recommended or assigned. Serves as backup to Academics Manager as needed. 
• 15% Student Academic Records Management and Supervision – Develops and implements procedures related to student academic records to maintain accuracy and efficiency. Provides academic supervision of extension petitions in cooperation with Program Specialists. Reviews academic General Petitions and implements appropriate action on behalf of the Associate Dean. Analyzes Retroactive Petitions and Petitions to Withdraw for adherence to policy and recommends appropriate action to the Associate Dean and Associate Program Director as applicable. Supervises the processing of student registration, including course information, petitions, and grades for compliance with UC policy to ensure accuracy, consistency, and adherence to UC standards, including review and approval by the Associate Dean. Investigates discrepancies and other problems and implements solutions in coordination with the Associate Dean. Evaluates participation requirements and assigns final grades for special study internships. Monitors the UCEAP Master Course Catalog to ensure accuracy, consistency, and compliance with general UCEAP and individual program requirements. Catalogs courses taken by UCEAP students abroad within their portfolio in compliance with the standards of UC.
• 25% Policy Development and Implementation – Develops, maintains, and applies UCEAP academic processes and procedures required for the implementation of UCEAP and UC academic policies. Develops expertise on the academic policies and procedures of host institutions and reconciles the application of such policies to UCEAP and UC. Using expertise on UC and UCEAP standards, policies, regulations, and procedures, collaborates with Associate Program Director and Associate Dean on academic matters. Conducts research, recommends appropriate courses of action, and resolves problems or proposes resolutions to the Associate Dean and/or the Associate Program Director in response to academic issues raised by campus departments, faculty, students, parents, Study Centers, and Campus Study Abroad Offices. Maintains effective working relations with and knowledge of campus registrars and other campus bodies to ensure effective coordination of policy and widespread respect for UCEAP processes across UC. In collaboration with IT, works to continually streamline processes and forms to implement UC student registration abroad and to award academic credit efficiently to UCEAP students via UC campuses. Trains and orients new UC Faculty Directors, host institution faculty Liaison Officers, and Study Center staff on these processes. Establishes and maintains uniformity and continuity in procedures governing UCEAP-UC campus interactions in functions covered by the Academic Specialists. Serves as the primary resource on academic matters within designated portfolio Rand carries out projects as assigned Participates in the selection of new program team staff and in the evaluation of Study Center personnel. 
• 15% Student Advising and Orientation – Researches and describes academic culture in respective countries and host institutions to prepare student participants for their academic experience abroad. Advises UCEAP participants about UC and UCEAP policies regarding their academic programs abroad; determines barriers and complications that may affect academic matters and advises accordingly. Responds to academic advising questions from students while they are abroad. Coordinates predeparture academic advising as needed with students, campus academic departments, college deans or provosts, Campus Study Abroad Offices, and UCEAP staff. Attends in-person campus study abroad fairs. Creates and participates in presentations for virtual recruitment events. Creates and participates in orientation webinars. Works closely with host institutions and Study Centers on resolutions for academic credit in crisis situations. Relays information on academic options to students and campus study abroad offices for programs assigned.
• 10% International UC Study Center and Host Institution Communication – Manages communications with Study Centers and contacts at host institutions regarding academic aspects of programs and specific students, including analyzing situations, advising on policy and problem solving, acting as a liaison among appropriate UCEAP and UC campus officials as necessary, and ensuring timely receipt of academic documents, including course record requests, student petitions, and grades. Works with Study Center personnel as appropriate to identify and promote under-utilized opportunities for undergraduate and/or graduate study at host institutions. With assistance of Study Center personnel, updates and maintains accuracy of advising materials and outreach materials. For relevant programs, collaborates with Study Center personnel in the evaluation and promotion of opportunities for academic internships and independent research. Coordinates with the Associate Dean on issues and developments relating to academic matters and works closely with the Associate Dean on the review and/or approval of petitions and grades. In consultation with academic leadership, writes and updates academic policy manuals and other reference materials. Advises UC Faculty Directors, host institution faculty Liaison Officers, Study Center personnel, Program Directors, the Associate Dean, and Campus Study Abroad Office staff about UC and UCEAP policies pertaining to multiple aspects of students’ academic programs and records in programs worldwide. Supervises collection and distribution of host institution academic information in electronic or traditional catalog form; the collection and archiving of academic materials produced by Study Center personnel; and the organization and maintenance of the UCEAP academic reference materials.
• 10% Program Development, Evaluation and Promotion – Reviews and analyzes proposed academic programs for compliance with UC and UCEAP academic policies and objectives. Recommends academic policies and procedures prior to implementation of new programs in collaboration with the Associate Program Director. Coordinates academic information with with the program team, Program Director, and other UCEAP units; and participates in drafting relevant documents for new programs. Writes and updates country-specific academic program information in recruitment and advising materials, including the UCEAP website and guides. Facilitates student access to relevant academic information at partner institutions to promote student interest. Monitors existing programs for academic quality and other program-specific policies (e.g., unit evaluation methods, grade conversions, minimum loads, course structure and other specific program requirements). Provides analysis and summary of academic information for periodic program review by the Academic Senate’s University Committee on International Education (UCIE). Collaborates with the Associate Dean to address academic issues. Researches course availability and/or recommended academic departments at host institutions. Makes this information prominently available to program team, campus advisors, and academic departments. Provides leadership and guidance to Academic Specialists on the development and implementation of new programs. 
• 5% Joint Tasks and Responsibilities – Completes special collaborative projects periodically as requested by the Director of Global Programming, Associate Program Directors, Academics Managing Supervisor, or Associate Deans. Serves as program expert for UCEAP and Systemwide committees, task forces, special projects as assigned, and ongoing academic integration. Participates in planning and organizing of UCEAP events and activities and delivers presentations at conferences and meetings. Other duties as assigned.  

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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/VaccinationProgramsPolicy 

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.

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