Assistant Director of Academic Programs

  • UCSB
  • May 05, 2022

Job Description

Job #JPF02212
  • Summer Session Office / Office of Undergraduate Education / UC Santa Barbara

POSITION OVERVIEW

Position title: Assistant Director of Academic Programs
Percent time: 100%
Position duration: 1 year with the possibility of renewal depending on performance.

APPLICATION WINDOW

Open date: May 3rd, 2022

Next review date: Tuesday, May 31, 2022 at 11:59pm (Pacific Time)
Apply by this date to ensure full consideration by the committee.

Final date: Friday, Jun 17, 2022 at 11:59pm (Pacific Time)
Applications will continue to be accepted until this date, but those received after the review date will only be considered if the position has not yet been filled.

POSITION DESCRIPTION

General Summary of Duties and Responsibilities:
Reporting to and coordinating with the Director of Academic Programs, the Assistant Director (AD) will support the oversight and development of academic programs for pre-college and college students offered by UCSB Summer Sessions. They will assist in the planning and preparation of all academic programs, as well as coordinate academic events. The AD will contribute to the innovation and expansion of existing programs and initiatives. They will collaborate with academic departments and campus units to ensure the successful delivery of all programs and events. They will contribute to building relationships with partners (business and community-based), stakeholders, and donors. The position is classified as an Academic Coordinator II.

About Academic Programs, Office of Summer Sessions:
UC Santa Barbara’s Office of Summer Sessions has proven experience in executing transformational academic programs tailored to pre-college and college (incoming and current) students. Following the mission of our campus, Academic Programs offers over 500 students (undergraduates and high school) each summer the opportunity to immerse in an educational experience centered on the interaction of teaching and research to make progress toward their educational goals.

The University is especially interested in candidates who can contribute to the diversity and excellence of the academic community through research, teaching, and service as appropriate to the position.
Job Functions and Duties

The AD works with campus and community members to administrate academic programs and related events. The AD assists with the marketing, admissions, and enrollment process of all programs as well as supporting the recruitment of academic staff. They will collaborate in the writing of grants and reports in addition to reviewing all program handbooks/manuals/guides. The AD supervises undergraduate student assistants who support the administrative needs of academic programs and events.

Program Administration and Coordination:
Coordinate with the Director to ensure the high quality of all academic programs. The AD will oversee the daily administrative operations of the office: phone and email communications related to programmatic matters. They will maintain program infrastructure and recommend new policies and procedures as needed. They provide professional and administrative support to academic staff including course scheduling, booking of classroom and conference space, and securing media needs. The AD assists with budgetary tracking for all academic programs, supports the efforts in intra- and extramural funding opportunities, and supports grant applications.
Planning and Preparation
Assist the Director with the strategic planning of academic programs including lectures, workshops, orientations, trainings, and symposiums. The AD will be responsible for maintaining production calendars for academic programs and managing several projects with varying levels of complexity. They will attend regular meetings with Summer Sessions staff and campus units to ensure that programs and events are executed according to plan. In collaboration with the Director, the AD will prepare all aspects of the academic and administrative components of the programs.

Marketing:
Collaborate with the Director, Marketing Coordinator, and the Student Services Advisors to create marketing strategies for all programs. Review web and collateral materials to keep program information up-to-date. Deliver presentations about all academic programs to prospective applicants, parents, and partners.

Admissions and Enrollment:
Work with the Director to review pre-college program application requirements and admissions criteria. They will lead the admissions process and train staff (student and/or seasonal) to evaluate applications. The AD will collaborate with the Student Services Advisors to ensure that all students (pre-college and college) are enrolled in courses and have access to the resources required to participate in their respective programs.

Recruitment and Training:
Coordinate the recruitment and hiring of research mentors, Teaching Associates, and Teaching Assistants for pre-college programs. They will review applications, course proposals, research projects, and other application materials during the recruitment process. The AD will assist the Director with curriculum development and syllabus review for pre-college programs. They will review training materials and help facilitate sessions/workshops in the lead-up to the summer quarter. The AD will lead the search for student assistants including peer mentors for college programs and train them for their position.

Assessment:
Work closely with the Director of Academic Programs and Assistant Director of Summer Sessions to create and distribute surveys to students at the end of each program. They will work with the campus to ensure that courses and instructors are evaluated at the end of each session. The AD will provide the Director with a comprehensive analysis of the programs that will be included in the yearly report.

CAMPUS INFORMATION

The University of California 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 status, protected veteran status, or any other characteristic protected by law.

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. Please refer to Appendix F, Section II.C. of the policy for the deadlines applicable to new University of California employees. (Capitalized terms in this paragraph are defined in the policy.) Federal, state, or local public health directives may impose additional requirements.

Qualifications

Basic qualifications (required at time of application)

-Master’s degree

Additional qualifications (required at time of start)

-A minimum of two years of experience in an academic setting assisting with the management and delivery of programs and public events
-At least six months of experience supervising student staff

Preferred qualifications

-Ph.D. (or equivalent terminal degree)
-Superior verbal and written communication, and copy-editing skills
-Attention to detail and excellent capacity to keep track of multiple projects with competing deadlines
-Exceptional organizational and planning skills
-Demonstrated ability to form successful relations with students, faculty, staff, and campus departments/units
-Ability to work collaboratively, independently, and in a fast-paced environment
Proven experience in program assessment and management
-Teaching experience at the university level
-Grant writing experience
-Experience with a Customer Relationship Management (CRM) system such as Salesforce.

APPLICATION REQUIREMENTS

Document requirements
  • Curriculum Vitae - Your most recently updated C.V.

  • Cover Letter

  • Statement of Contributions to Diversity - Statement addressing past and/or potential contributions to diversity through research, teaching, and/or service.
    (Optional)

Reference requirements
  • 3 required (contact information only)

Please provide the names and complete contact information for 3 references. In the event that an applicant is selected as the finalist, the department will conduct a reference check before extending an offer.

Apply link: https://recruit.ap.ucsb.edu/JPF02212

Help contact: mstransky@ltsc.ucsb.edu