Academic Personnel Assistant (BLANK AST 4)

Under general supervision of the Academic Personnel Supervisor, CAO and Department chairs, provides analytical and administrative support on actions pertaining to academic personnel matters in the Arts Departments (Art & Art History, Cinema & Digital Media, Design, Music and Theatre & Dance). This position acts as a resource for academic personnel policy and practice; analyzes, reviews, prepares, and processes academic actions including appointments, merits, promotions, appraisals, recruitment, changes in status, and salary administration; determines eligibility of academic titles for merits, promotions and appraisals and compiles/prepares dossiers. This position provides administrative and analytical support for the recruitment process for academic personnel, and serves as a resource providing advice, interpretations, and guidance regarding academic personnel issues for directors, faculty, managers and staff. This position also coordinates summer session appointments. As requested, this position assists the CAO, department chairs, and unit directors with special projects.

Apply By Date: October 30, 2025

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Experience working with academic personnel policies and procedures as it pertains to recruitment of faculty and faculty advancement while maintaining a high degree of discretion, integrity, and sensitivity to confidentiality and privacy.
• Experience with interpersonal and communication, and professionally and collaboratively interact with individuals from diverse cultural backgrounds and perspectives; skills to relay information to a wide variety of individuals in a clear and concise manner.
• Experience with applying complex policy documents, labor agreements, governmental employment requirements and regulations (e.g. Worker's Compensation, ADA, FMLA, Affirmative Action) and related material.
• Experience composing and editing documents, correspondence for accuracy, consistency of format, grammar, professional appearance and style, while using standard business software applications including word processing, email, calendaring software, databases andspreadsheets.
• Ability to analyze and interpret UC policies and procedures relating to Academic Senate, Academic Federation, staff personnel, graduate and undergraduate students, and postdoctoral students.
• Ability to analyze key issues, researching, gathering and integrating information regarding employment matters including knowledge of equal employment opportunity practices and federal and state affirmative action compliance requirements.
• Organizational skills to prioritize and manage projects and workload to meet multiple, often conflicting, deadlines.

Preferred Qualifications

• Knowledge of and experience interpreting UC policies and procedures relating to undergraduate student employment, Academic Senate and Academic Federation actions, and Unit 18 personnel.
• Experience UC information systems including MyInfoVault, UC Oats, APHID and Recruit, etc.
• Experience with visa processing including Permanent Residency, H1B and J1 filings. Knowledge of UC Systems and processing salary cost transfers to reconcile payroll.
• Familiarity with personnel policies and procedures UC collective bargaining contracts.

Key Responsibilities

• 70% - Academic Personnel Merit, Promotion and Recruitment
• 30% - Student Employment/ General Administrative Support

Department Overview

The Academic Personnel Assistant is responsible for academic personnel management support for the Arts Administrative Group. Performs all aspects of the academic personnel and promotion actions for faculty and Unit 18 lecturers primarily in the Departments of Music and Theatre & Dance but also provides support in other departments as requested. These departments include about 20 Senate faculty and 40+ Unit 18 lecturers. Ensure that the departments adhere to UC Academic personnel policies and procedures. Also provides assistance and/or back-up for other departments in the Arts.

POSITION INFORMATION

• Salary or Pay Range: $34.25 - $44.54/hour
• Salary Frequency: Bi-Weekly
• Salary Grade: 111
• UC Job Title: BLANK AST 4
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M - F 8:00AM - 5:00PM
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks