Academic Personnel Specialist (BLANK AST 4)

Under the direction of the CAO, provide analytical and administrative support for all actions pertaining to academic personnel, including Senate, Federation, research and instructional matters. Analyze, review, prepare, and process academic actions, including appointments, merits, promotions, appraisals, recruitments, leaves, changes in status, salary adjustments, appeals, etc. for both Chemical Engineering and Materials Science. Work directly with the both Department Chairs to manage the review process, votes, and appeals. Serve as departmental resource, providing advice, interpretation, and guidance regarding academic personnel issues and academic personal policy and practice.

Apply By Date: November 4, 2025

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

• Experience providing administrative support to executive management level personnel.
• Experience managing projects and multiple tasks including planning and coordinating assignments, adapting to changing priorities, meeting deadlines and maintaining a high level of efficiency and productivity.
• Experience writing, proofreading, and editing documents and correspondence for accuracy, consistency of format and grammar, and professional appearance and style.
• Experience maintaining a high degree of discretion, integrity, and sensitivity to confidentiality and privacy.
• Knowledge of academic personnel management, interpreting and applying personnel policy and procedures in a higher education setting.
• Demonstrated strong oral and written communication skills and in using computer applications for word processing, spreadsheets, electronic mail, internet, calendar/scheduling.
• Communication, customer service and interpersonal skills to effectively interact with a diverse group of faculty, staff, students and campus units.

Preferred Qualifications

• Experience in merit and promotion process, academic hiring, and Knowledge and experience using university systems such as, My Info Vault, Recruit, Banner, DESII, ACE, IPA, VIPER and GARD.
• Experience developing, implementing and maintaining efficient and effective record keeping systems.
• Knowledge of University of California Academic Personnel Manual.

Key Responsibilities

• 45% - Academic Personnel Management
• 20% - Academic Appointments
• 15% - Recruitment
• 10% - General Administration
• 5% - Other Duties as Assigned
• 5% - Citizenship Administration

Department Overview

The Departments of Chemical Engineering and Materials Science and Engineering consists of two department chairs, 37 faculty, 140 non-senate academic employees of varying titles (Professional Researchers, Graduate Student Researchers, Teaching Assistants, Visiting Scholars, Postdoctoral Scholars, Adjunct- Professors, unit 18 Lecturers), and 11 administrative and technical employees. The Departments have ~700 undergraduate students enrolled in three majors and 130 graduate students in two graduate programs. Materials Science and Engineering also has a large self-supporting unit, Central Facility", with equipment utilized by over 100 users from across campus and externally. The current expenses for instruction and research top $12M/annum. The Department occupies over 52,000 ASF."

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: Ghausi (GHAUSI)
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

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.

Work occasional overtime, including evenings and weekends to meet operational needs.

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