Academic Analyst

Payroll Title: Project Policy Analyst 2

Job Code:007397

Job Open Date: 01/23/24

Application Review Begins: 02/07/2024; open until filled

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

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:Grade 19

Hiring/Budgeted Hourly Range:$27.16 to $29.24/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 hourly 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 $29.24/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:Hybrid (Both UC & Non-UC locations) Hybrid (Fully Remote with on-site presence required for specific meetings may be considered).

Special Instructions:

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

Department Marketing Statement:

The UniversityofCalifornia 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 theUniversity 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 UCsystemwidestudy 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:

Reporting to the Senior Academic Specialist, the Academic Analyst handles academic data requests from campuses and UCEAP departments, prepares academic reports, provides analyses of relevant trends, improves academic processes and procedures within the UCEAP Portal, and maintains accurate data within the UCEAP Master Course Catalog. Ensures the consistent application of records management policies and standards. Assists with special and large-scale projects as assigned by the Senior Academic Specialist.

Required Qualifications:

• Bachelor's degree in related area or equivalent experience and/or training.
• 2 years of experience in data analysis, academic records management, or related field.
• Ability to work collaboratively and coordinate within a diverse, complex organization.
• Experience in complex database management.
• Strong organization skills and attention to detail.
• Strong project management skills.
• Strong understanding of academic regulations in higher education and ability to accurately interpret policies and procedures.
• Strong analytical and data assessment skills.
• Effective written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to work under tight deadlines and prioritize assignments.
• Excellent computer skills including advanced proficiency in Microsoft Suite and demonstrated ability to quickly learn various software programs.

Preferred:

• Experience working in a higher education institution.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment
• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Position may require presence at the UCEAP Systemwide Office for occasions such as leadership and staff meetings, delegation visits, training, study abroad fairs, etc. The University is unable to pay for or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.

Job Functions and Percentages of Time:

45% Academic Data Analysis, Reporting, and Records Management - Works closely with IT, which provides student information management system support, to maintain the integrity of academic data contained within the system, including course records, study lists (course enrollment records), grades, subject areas, course units, student application information, program, package (term), and host institution information, study center and field staff system access, and grade conversions. * Referring to the Academic Procedures Manual and applying specific requirements of what information needs to be included in each field within a record, reviews data on a field-by-field basis to ensure that information has been entered accurately, both according to standards across all programs and requirements within each program. Reviews both the system and reporting application to ensure the data is correct in both locations. Specialists provide specific data points that need to be reviewed; enters and approve corrections. Escalates complicated questions or those without precedent to an Academic Specialist for consultation and entry in the IT ticketing system. * Generates reports for use by Academic Specialists, Associate Program Directors, Global Program Director, Associate Deans, or Associate Vice Provost and Executive Director for a variety of purposes. Identifies problems within the data, as applicable, consults with the appropriate person to take action. Reports also may be pulled so that data can be cleaned. * Independently receives, researches, and responds to academic data requests from campuses and UCEAP departments. * Assesses and recommends changes to UCEAP Portal and PowerBI reports to ensure accuracy of data and compliance with academic policies and procedures by reviewing, correcting, and updating all data points. Submits requests for adjustments to the system, as needed, to IT. Identifies needs, inconsistencies, gaps, or necessary changes, and submits requests to IT to make changes to existing reports or create new reports, as needed. * Monitors the UCEAP Master Course Catalog and Public Course Catalog to ensure accuracy, consistency, and compliance with general UCEAP and individual program requirements. Reviews UCEAP catalog for consistent entry of course details such as unit evaluation methods, special studies, host departments, etc. and reports inconsistencies to the Academic Specialists. * Liaises with UC Registrar's Offices to provide UCEAP program dates and grade transmission updates and collect sample UC transcripts. Conducts annual audit on grade trends and post-departure withdrawals. Compiles data and creates annual report on academic workload indicators. Reviews and routes retroactive petitions and withdrawal forms for completion; processes routine general petitions; and creates verification letters. * Manages UCEAP academic reports, including the creation, maintenance, disposal, and archiving of academic records in accordance with UC records retention policies to ensure accurate and comprehensive recordkeeping. Ensures consistent use of naming conventions of academic records.

40% Academic Process and Procedure Management - Maintains and ensures accuracy of academic forms, templates, instructions, logs, and tracking sheets. Creates a schedule for annual review of documents, manuals, and guides for Academic Specialist review; consults with other units as appropriate, brings notes back to Academic Specialists; documents and records outcome of the final Academic Specialist review. Saves updated versions of documents, finalizes, and disseminates to relevant parties. * As assigned by the Senior Academic Analyst drafts and edits forms, manuals, and documents; proposes changes and new solutions for review. Submits tickets to IT for corrections or changes on the website and UCEAP Portal, updating the academic staff workflow and indicators calendar. In collaboration with Academic Specialists, coordinates review of academic documents, manuals, and guides and participates in the development and revision of standard operating procedures and guidelines. * Identifies misalignment, inconsistencies, and missing information; may make recommendations for process changes, initiation of new reports, changes to reports, portal system features, and policy changes for review by Academic Specialists or the Academics Manager. * Collaborates with the IT unit to address issues, submit and refine tickets, request changes or updates to PowerBI reports, recommend updates to the UCEAP Portal Master User Guide, and in the development and testing of new and revised academic functionality in the UCEAP Portal. * Reviews and updates academic information and links on the UCEAP website for consistency and accuracy. * Generates annual academic calendars and workflow charts.

15% Special Projects and Other Tasks as Assigned - Completes special and large-scale academic projects, as assigned by the Senior Academic Specialist. Works and communicates (internally and externally) independently. As UCEAP operates in over 40 countries with over 160 programs, the amount and type information that is to be collected, analyzed, and organized for reporting is voluminous and varied. Also involves research on 9 different campuses, each with its own policies and procedures at the department and college level, without a unified, consistent approach to major/minor requirements, course cataloging, department structures, or a consolidated source of information. Projects may include researching UC campus policies and procedures, UC Academic Senate policies, Forum on Study Abroad policies, AACRAO policies, and UCEAP program information (for campuses). Projects are subject to review and final approval from a Specialist, Manager, Associate Program Director. * Provides back-up support for Academic Specialists as needed. * Participates in campus and Systemwide student outreach events, attends study abroad fairs, as needed.

UC Vaccination Programs Policy - With Interim Revisions:

As a condition of employment, you will be required to comply with the University of CaliforniaPolicyon 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/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**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 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.

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