Operations Coordinator

Position Number: 40031233

Payroll Title: ADMISSIONS RECRMT SPEC 2

Job Code: 4508

Job Open Date: 1/8/2026

Application Review Begins: 1/26/2026

Department Code (Name): ADMS (Admissions Office)

Percentage of Time: 100%

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

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.88 to $33.06/hr. Full Hourly Range: The Full hourly range for this position is $28.88 to $49.76/hr. 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.

Work Location: 1210 Cheadle Hall

Working Days and Hours: Monday - Friday, 8AM - 5PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid eligibility after completing six months probation.

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. 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 regarding the SSAP bargaining unit can be found at https://ssap-uaw.org.

Department Marketing Statement:

The Office of Admissions is charged with assisting the campus in reaching its undergraduate admission and enrollment objectives in accordance with the University mission and campus enrollment goals. Department efforts are focused upon increasing the academic quality and diversity of the entering class while maintaining the required enrollment level. Admissions seeks to implement the campus admission goals by providing a number of services and events. Admissions promotes postsecondary education; encourages applications from historically underserved populations and schools; provides admission information to high school and community college counselors, teachers and administrators; provides admission advice to prospective freshman and transfer students; reviews and evaluates applications; develops recruitment strategies and events for admitted students; reviews coursework for transfer credit; and creates a presence on campus that is consistent with UCSB's mission and high academic standards. These services are provided by three units within the department: Visitor Center, Outreach Services, and Application Services.

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 Operations Coordinator assumes responsibility for planning, developing and implementing the electronic records processing software for Undergraduate Admissions, including receipt of electronic application and test score data, updates to electronic files for evaluation, admission notification, appeals, and finalization of student records. Duties include managing the day-to-day responsibilities of career and student staff, ensuring for appropriate cross-training of all staff while managing work flow. Serves as an Office of Admissions' adviser to high school and college counselors, students, parents, staff and faculty regarding academic records and admissions policy. Acts as representative from Admissions with electronic transcript vendors and the document imaging solution for Enrollment Services including any future multi-office technology projects related to shared enrollment information. #LI-KA1

Required Qualifications:

* Required High School Diploma

* Skill in supervising the work of others and the ability to organize and set priorities that accurately reflect team responsibilities.

* Excellent communication skills, both verbal and written.

* Significant experience in production or service oriented environment

Preferred Qualifications:

* Bachelor's Degree and/ or equivalent experience / training

* Knowledge of common University-specific computer programs and knowledge of University and departmental principles and procedures.

Special Conditions of Employment:

• Limited vacations allowed during peak processing times: January-April and the month of July.
• May require occasional weekend work or overnight travel.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment.

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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:

• 40% Management - The Operations Coordinator is responsibility for service to students needing application support. This includes maintaining the phone system with Admissions and ensuring incoming calls to the office are addressed professionally and thoroughly. Manages the in-flow of email communications. Provides strategic direction, directs and manages student staff in the management of calls/emails/mail requests coming into Admissions. Manage the work-flow, including receipt of electronic application and test score data, electronic files for review, and finalizing student admission. Acts as the front-line representative of the Associate Director of Application Services during his/her absence. Manages day-to-day functions and workloads student staff. Schedules student staff to ensure excellent, high-volume student services (phones, email, etc.). Determines appropriate level and method of service for current and prospective students and parents. Collaborates with department managers to ensure that appropriate calendar deadlines and work projects are met. Serves as Admissions' resource/ adviser to high school and college counselors, students, parents, staff and faculty regarding academic records and admissions policy. Provides policy interpretation for each multifaceted admission decision.
• 40% Data Coordination & Technology Implementation - Trains staff in the use of application processing software. Understands the program sufficiently to provide staff with necessary training, support and direction. Maintains accuracy of data received and the supporting documents assuring confidentiality and security of data. Functions as first contact for data requests from internal and external entities. Analyzes volume and type of requests. Ensures confidentiality of sensitive student and enrollment data. Understands and ensures adherence to FERPA regulations. Functions as department representative regarding document imaging solutions for Enrollment Services, electronic transcripts and subsequent technology projects affecting service to prospective and enrolling students and parents. Represents Admissions on committees and workgroups as needed.
• 10% Professional Development Opportunities Coordinator - Plans and monitors individual professional development plans & opportunities. Works with department Trainer and Supervisors to ensure that opportunities for professional development are appropriate for staff and students.
• 5% Human Resource Responsibilities - Assumes responsibility for selection and hiring of new student staff, in Applications Services, Operations area. Monitors their progress and productivity, provides mentorship and training. Writes performance reviews and develops staff members. Works with the Director and Associate Director to determine the appropriate size and level of staffing required to accomplish the processing function of Admissions, Application Services.
• 5% Other - May be required to perform other duties as assigned by the Director and/or Associate Directors.

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 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.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.