ACADEMIC SPECIALIST, GLOBAL PROGRAMS

Position Number:40869222

Payroll Title:Student Academic Advisor 3

Job Code:004545

Job Open Date: 6/18/25

Application Review Begins: 7/7/25; open until filled

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

Percentage of Time:100%

Union Code (Name):SV (SSAP) Student Services and Advising Professionals*

Employee Class (Appointment Type):Staff (Career)

FLSA Status:Exempt

Classified Indicator Description (Personnel Program):PSS

Pay Rate/Range:The budgeted salary range that the University reasonably expects to pay for this position is $58,600 to $70,000/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 $58,600 to $100,800/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, etc.

Special Instructions:

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

*Important Additional Information About This Position:

This position is in a job classification that recently became part of the Student Services and Advising Professionals (SSAP) bargaining unit. This is a newly-established unit that is exclusively represented by the United Automobile, Aerospace and Agricultural Implement Workers of America (UAW).

The University and the UAW will begin bargaining over the terms and conditions of employment for the SSAP unit in Summer 2025. Until such time as a Collective Bargaining Agreement can be fully agreed-upon and ratified, the terms and conditions of employment for positions in the SSAP unit will continue to be governed by Personnel Policies for Staff Members (PPSM). Additional information rgaining unit can be found at https://ssap-uaw.org.

Department Marketing Statement:

The University of California Education Abroad Program is a UC, systemwide, academic program. 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 50,000 Reciprocity (international) 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 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:

The Academic Specialist is an experienced professional who applies theory and puts 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/issues of diverse scope and determines solutions. Applies knowledge and skills as a seasoned, experienced academic professional. Provides advice and recommends solutions which may apply to unique (not-clearly-defined) programs and issues without prior precedent. Reporting to the Academics Managing Supervisor, the Academic Specialist serves as the primary interface for academic matters within an assigned portfolio and is responsible for the accurate distribution of academic program information between the Systemwide Office of the University of California Education Abroad Program (UCEAP) and (a) UCEAP Study Center staff worldwide; (b) UC Campus Study Abroad Offices; (c) UC students participating in UCEAP; and (d) the UC campus registrars' offices. 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 approximate 6,000 student UCEAP participants each year, in over 40 countries worldwide. Works closely with the Associate Dean 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.

Required Qualifications:

• Bachelor's Degree or equivalent experience and/or training.
• Four (4) or more years' experience in Student Affairs, including experience in student advising on academic matters, or equivalent combination of education, training, and experience.
• Excellent verbal and written communication abilities.
• Skill in obtaining and conveying information clearly and with accuracy.
• Demonstrated ability to listen, learn, and build trust among faculty, staff, and students. Interpersonal skills, multicultural competencies, and ability to work with diverse populations.
• Ability to work collaboratively and coordinate within a diverse, complex organization.
• Excellent research skills and demonstrated history of critical analysis.
• Advanced ability to identify, reason through, and develop original ideas to resolve problems and interpret and apply policy.
• Thorough knowledge of higher education policies, procedures, and requirements.
• Resourcefulness and creativity in drafting/recommending new policies and procedures to meet both University and UCEAP needs.
• Demonstrated ability to prioritize assignments to complete work in a timely manner. Skill in setting priorities that reflect the importance of job responsibilities adjusting them as circumstances change.
• Ability to apply and/or adapt current procedures to an increasingly automated environment.
• Proficient in Microsoft Office, including MS Teams and SharePoint or equivalent.
• Previous experience with enrollment management systems, productivity, and database management software.

Preferred Qualifications:

• Advanced degree in related field.
• Experience in international education and program implementation.
• Experience in program promotion and information sharing.
• Complex database management.

20% 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.

15% Global UC Study Center and Host Institutions - 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 and academic leadership 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 Academic Liaison Officers, Study Center personnel, Associate 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.

15% 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 Dean and academic leadership; coordinates programmatic information with the program team, Associate 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 and academic leadership 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.

5% Joint Tasks and Responsibilities - Accepts special collaborative projects periodically as requested by the Program Director, Associate Program Director, Academics Managing Supervisor, or Associate Dean. 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 CaliforniaPolicyon 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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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