Program Specialist, Global Programs Job Listing at University of California in Santa Barbara, CA (Job ID 69469)

Description

Job Posting Details

 
Payroll Title: Student Services Advisor 3
 
Job Code: 004575 
 
Job Open Date: 05/24/2024
 
Application Review Begins: 06/11/2024; 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 19 
 
Hiring/Budgeted Salary Range: $56,700 to $69,500/yr. 
 
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 $56,700 to $97,500/yr. The budgeted salary range that the University reasonably expects to pay for this position is $56,700 to $69,500/yr. 
 
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): Fully remote, with onsite presence required for specific meetings/trainings 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 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, Learn more about working at the University of California https://ucnet.universityofcalifornia.edu/working-at-uc/index.html and our competitive benefits https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html  

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 Program Specialist is a seasoned, experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems and issues of diverse scope and determines solutions. Independently advises on and resolves a full range of issues. Works within the organization to recommend changes to policies, practices, and procedures. Provides guidance on issues requiring in-depth knowledge of specialized programs. Reporting to the Managing Supervisor, the Program Specialist serves as the primary operating liaison between the University of California Education Abroad Program, Systemwide Office (UCEAP) and (a) UC Study Center staff worldwide; (b) Study Abroad offices on the UC campuses; and (c) UC students participating in UCEAP. Directly responsible for all operational and logistical activities pertaining to an assigned portfolio within the more than 5,500 UCEAP program participants each year, in over 40 countries worldwide. Collaborates with all program teams to develop and integrate best practices and provide back-up support. Works to ensure these processes are as advanced and efficient as possible. Maintains primary responsibility for communicating policies pertaining to all operational aspects of students' programs (applications, visa requirements, housing, on site logistics, non-academic health accommodations and disability issues, host institution acceptance) to the staff abroad, campus offices, UCEAP staff, and students on UCEAP. Assembles and maintains program information, manages student information, and files, and generates reports in a combination of complex in-house and third-party databases. Collaborates with IT and Marketing units on operational web and database issues and developments. 

Required Qualifications: 

• Bachelor's degree in related area and / or equivalent experience / training. 
• 4-6 years of relevant experience, including two or more years of administrative experience, or equivalent combination of education, training, and work 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 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. 

Preferred Qualifications: 

• Advanced degree. 
• Knowledge of UC policies and procedures. 
• Experience in implementing international education programs. 
• Familiarity with international institutions of higher education. 
• Experience with social media platforms and services. 

Special Conditions of Employment: 

• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Eligible for a work arrangement which 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 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% Student Advising and Orientation - Applying professional student services concepts, provides advice and information to campus advising staff, as they work with students and Job Standards interested in UCEAP programs in their assigned portfolio, including general program descriptions, parameters of UCEAP participation, UC and UCEAP requirements, and host institution and country requirements and regulations. Provides such information directly to students. Conducts research and presents UCEAP program information and host institution information in information sessions, at study abroad fairs and other recruitment events, and predeparture orientation meetings (including virtually). Interfaces with UCEAP's marketing and design staff on developing new methods of presenting information. Writes and revises operational and logistical materials for publication in country and program specific sections of student guidebooks and Web resources. Updates campus office staff. Briefs and advises UCEAP-affiliated faculty, UC Faculty Directors, and staff worldwide, university administrators, health professionals, the UCEAP International Health, Safety, and Crisis Management unit, and others on a broad range of program operations, as needed. 

20% Student Placement and Selection - Develops and implements administrative processes required to place students at host institutions; manages UC campus space allotments in capacity constrained programs; communicates and coordinates placement matters among campuses, UCEAP, and Study Centers abroad. Monitors campus compliance with UCEAP-stated requirements concerning student applications and ensures compliance with UCEAP and host institution selection criteria. Facilitates the participation extension procedure in consultation with Study Center, Host Institution, and UCEAP staff. Reviews and makes recommendations to the Associate Program Directors, Director of Global Programming, and the Study Center to approve or deny students' requests for exemption from Intensive Language Programs. 

30% Student Pre-departure Preparation - Analyzes program pre-departure needs and plans all program pre-departure logistics; plans, manages, and implements important facets of student pre-departure preparation including but not limited to the following: Working within the UCEAP Portal, assembles critical information and instructions to students covering each program; develops a coordinated production schedule for same and articulates the schedule with the operational requirements of numerous UCEAP and campus units. Reviews and approves/denies waivers of specified arrival, orientation, transportation, or housing arrangements program by program, in consultation with the Managing Supervisor or Associate Program Director. Executes policy concerning withdrawal of students who do not complete application and/or UCEAP and host institution documents or who do not meet deadlines. Initiates and maintains external relations with the US consular offices of foreign embassies for visa purposes; interprets visa requirements for all countries in their portfolio and develops instructional materials to assist UC students in meeting immigration and visa requirements. Secures appropriate support as needed from campus offices and the host institution for students with disabilities and students with dependents. Develops materials and communications relaying information on these support services to students. Counsels students with special health needs pursuant to pre-departure and pre-departure planning. Provides relevant student budget information to the UCEAP Budget & Finance Unit, as needed. Working with study center staff and partners abroad, annually establishes the calendars for all programs within portfolio; adds the calendars to the UCEAP Portal and distributes information to UCEAP units and campus offices. 

5% Program Evaluation and Development - Analyzes logistical feasibility of, and student issues pertaining to, proposals to develop or modify programs, and advises Associate Program Directors accordingly. Assists in the development of new program models. Adds new programs to the UCEAP Portal and contributes content for the website pages to the Marketing unit. Plans and implements all pre-departure logistical and student preparation aspects of a new program. May propose and implement enhancements and changes to existing programs. 

15% Study Center Operations and Communication - Communicates regularly with the Study Center staff and host institutions and handles all issues within their area of responsibility in a professional and timely manner. Coordinates information flow between the host institutions, Study Centers, and staff abroad, students, and campuses on operational issues prior to the beginning of each program. During office hours, responds to program emergencies (natural disasters, political emergencies, etc.) and individual student emergencies overseas as directed by APD and IHSCM Director. Communicates with APDs, International Health, Safety, and Crisis Management (IHSCM), Study Centers and staff abroad, host institutions, campuses, students, Job Standards, and other external parties as required during an emergency, as appropriate and legally permissible. After office hours, assists on responding to emergencies, as necessary. Participates in and contributes to the IHSCM team's after-incident debrief process conducted after an individual or group emergency. Organizes meetings between UCEAP staff and visiting study center staff, host universities, and UC campuses. 

10% Joint Tasks & Responsibilities - Takes lead in continually updating and maintaining the accuracy and completeness of all program information related to operations and participation requirements that appears in the UCEAP Portal, UCEAP publications and electronic media. Maintains effective working relations with and knowledge of campus offices and Study Centers to assure effective coordination of processes and efficient daily operations in all areas of responsibility. Trains and orients new UC Faculty Directors, Study Center Staff, and campus office staff members in operational matters under the purview of the Program Specialist. Establishes and maintains uniformity and continuity in operational procedures governing UCEAP-campus interactions. Ensures consistency and adherence to UC standards of operational and services quality. Develops and applies to all areas of responsibility appropriate expertise on policies, regulations, and procedures of host institutions as they relate to UC. Serves as subject matter expert for UCEAP and/or UCEAP committees, task forces, and special projects as assigned. Organizes and/or participates in presentations at conferences and meetings, as appropriate. Annually reviews student agreements, petitions, and forms. Writes and maintains operations policy manual(s); updates campuses in a timely fashion on new or changed procedures and policies. Organizes and assures timely flow of host institution documents and academic materials to UCEAP and the campus offices. Creates and revises a wide variety of specialized processes and forms needed to implement student enrollment abroad. Participates in weekly team meetings. Coordinates meetings as requested. Participates in the selection of new academic and operations staff and in the evaluation of Study Center personnel. Other duties and special projects 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 – 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 
 
*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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