RECIPROCAL EXCHANGES ADVISOR

Position Number: 40868382

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 3/5/25

Application Review Begins: 3/20/25; open until filled

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

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $ 28.44 to $29.07/hour. 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 $28.44 to $40.76/hour.

Work Location: UCEAP

Working Days and Hours: 8am - 5pm, M-F Pacific Time or similar schedule

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement Eligibility: Hybrid. 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.

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

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:

UCEAP provides international education opportunities in over 40 countries to more than 5,000 UC students outbound and 1,500 Reciprocal (inbound) exchange students each year. Reporting to the Program Specialist, Reciprocal Exchanges, this position completes routine assignments working toward mastery of tasks of moderate scope and complexity, with guidance from the supervisor. May exercise judgment within defined procedures and policies to determine appropriate action. Provides advising and administrative support in operational aspects of the work performed by the Reciprocity staff. Communicates on a daily basis with UC Study Center staff and partner university liaisons abroad, students, and campus colleagues in a broad range of UC offices. Communication with students takes place remotely (online and by phone) rather than in person. Supports the student's program from pre-application through return to the home university. Provides backup support for staff as requested. Completes administrative tasks for the unit, and attends team meetings and other office-wide meetings. As an integral member of the unit, the Advisor works cooperatively with other team members and UCEAP units as necessary; understands and applies broad administrative rules, policies, and precedents; consults with senior-level staff and receives direction for more complex assignments, projects, tasks, and policy interpretations. Provides consistent application of UC policy in all aspects of unit work.

Required Qualifications:

• Bachelor's Degree or equivalent experience and/or training.
• Two or more years of office/clerical experience.
• Previous customer service experience.
• Proficiency in MS Office, including Excel.
• Ability to independently perform detailed and accurate clerical work while meeting critical deadlines.
• Excellent attention to detail with strong organizational and analytical problem solving skills.
• Ability to prioritize and adjust to varying workloads, manage a variety of tasks, and meet various deadlines with changing priorities, interruptions, and conflicting deadlines.
• Excellent oral and written communication skills and ability to communicate effectively with UC staff, students and Job Standards, often over the phone or by e-mail.
• Skill in independently researching questions and analyzing information, situations, policies and procedures to define problems, formulate conclusions and recommend solutions.
• Flexible and able to work both independently and cooperatively in a team environment.

Preferred Qualifications:

• Experience with US institutions of higher education, including UC.
• Experience interpreting and applying academic, government, or other organizational policies, requirements, or regulations.
• Working knowledge of social media platforms and services.

Special Conditions of Employment:

• Satisfactory conviction history background check
• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.
• UCSB is a Tobacco-Free environment

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 allegation 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.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 25% Administrative and Advising Support - Understanding, interpreting, and accurately applying defined UC academic policies and UCEAP requirements: As the principal monitor of the general team email account, ensures that messages are appropriately directed to responders in the unit. Serves as the initial contact for all communications related to the processing of Reciprocal Exchange student applications, language proficiency examinations, housing, visa and registration policies and practices. Maintaining excellent customer service, responds to inquiries from UC Study Centers and partner university liaisons, UC staff and others. Advises and communicates program requirements, guidelines and policies to students, UC Study Centers and partner university liaisons, conferring with Specialists as required. Identifies, investigates and follows up on non-routine discrepancies and problems; flags unresolved issues for Specialist's attention. This may include identifying a student with special needs, as well as expediting emergency messages to/from the campus, student, emergency contact, UC Study Center and partner university liaison and Specialists as needed. Responsible for timely completion of program-specific tasks and projects.

• 30% Application Audit and Pre/Post-placement Operation - Under the direction from the supervisor and Specialists and in accordance with procedures and guidelines: Acts as initial reviewer to audit student applications for completeness and compliance with admission requirements and deadlines. Follows up with UC Study Centers and partner university liaisons to collect missing or incomplete documentation. Assesses documentation received for accuracy and completeness. Using knowledge of priorities and procedures, processes the documentation or ensures that it is directed to the appropriate Specialist, host UC office or UCEAP unit for their action. Flags specific and non-routine problems regarding student documentation for Specialist's attention. Manages and prioritizes routine requests from UC Study Centers and partner university liaisons, UC offices, students and others.

• 35% Information Management and Support - Manages student data records and files from application to the end of program. Verifies and maintains accuracy of student data. Improves efficiency through use of technology and integration of systems. Contributes to testing of website and student application system and suggests technical improvements where appropriate. Creates and distributes routine and customized reports for UC offices, UC Study Centers and partner university liaisons. These reports may include but are not limited to admissions information, confirmation of enrollment/participation and contact information. Under the direction of the supervisor or Specialist may create and distribute routine or customized reports for use by the Reciprocal Exchanges Director, Specialists, UCEAP management, UC management and UC staff as necessary. Verifies for accuracy and records admissions information, enrollment and address information, and issue of visa documents. Liaises with UC offices to track quarterly registration of students and verifies that registration meets U.S. immigration regulations and UC policy. Flags problems and exceptions for Specialist's attention. Responsible for collecting and maintaining current emergency contact information of Reciprocal exchange students.

• 10% Other Tasks as Assigned - Attends team, office-wide and other meetings as appropriate. Provides backup support for team staff as requested. Performs other duties as needed.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on 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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* 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 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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