Job Details

Student Academic Advising Assistant
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Position Number: 5973896
Location: Santa Barbara, CA
Position Type: Academic Advising

Student Academic Advising Assistant

University of California Santa Barbara

Job Posting Details

Position Number: 41129982

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 1/31/2025

Application Review Begins: 2/18/2025; open until filled

Department Code (Name): SAPP (STATISTICAL & APPL PROB PROG)

Percentage of Time: 50%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Limited)

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 $40.76/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 $30.41/hour.

Work Location: SH 5607 Suite

Working Days and Hours: M-F, Flexible between 8am-5pm

Benefits Eligibility: Core Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

Established in 1989, the Department of Statistics and Applied Probability (PSTAT) has a diverse community of students and scholars actively engaged in education and research. The faculty of the department are actively involved in interdisciplinary research spanning Financial Mathematics, Data Science, Actuarial Science, Theoretical Statistics, Applied Probability, Applied Statistics, and Biostatistics. The department is home to the UCSB Center for Financial Mathematics and Actuarial Research, an interdisciplinary research center providing leadership in quantitative finance. The department has over 3,000 undergraduate and approximately 100 graduate students; students in the department take advantage of robust research opportunities with individual faculty members.

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:

45% This position will be responsible for assisting in ASE hiring in UCPath and onboarding coordination associated. They will also be responsible for all TA English Language Evaluations, Space assignments/coordination and key management. For admissions they will be reviewing applications, creating funding offer letters, uploading letters in the system (new requirement) and responding to many inquiries from prospective students. This will also include BS/MS program coordination and advancing students to graduate status and working with Hal Pedersen with the application process. They will help with master degree memo processing every quarter (from PSTAT students and outside Department students who want to pursue our MA) and will be responsible for processing and organizing all requests and applications for Teaching Assistant and Reader positions; Glacier Nominations for Tax Prep for non resident aliens.

20% This position will process approximately 100 Teaching Assistants and/or Associate appointment, review letters during the academic year as mandated by the collective bargaining union, UAW. They will be responsible for entering appointment information into UCPath (online payroll/ personnel system) including but not limited to: new hires, rehires, terminations; PayPath actions extending employment for Teaching Assistants, Graduate Student Researchers, and other academic titles. Serves as backup approver for all UCPath transactions.

25% Combined 5-year BS/MS Degree Advisor & Coordinator - Advises students on the pre-application and application process for the 5-year combined BS/MS Actuarial Science program; processes all pre-applications to facilitate review from the Actuarial Program Committee; Writes and disseminates all BS/MS program pre-application decisions. Assists accepted BS/MS students through the advancement process, including writing the 5-year curriculum memo, writing the advancement memo, providing instructions on Graduate Division & online application, and advising on the differences in academic and registration expectations between undergraduate and graduate status. Actively participates in program development with Actuarial Program committee, suggests solutions to recurrent student issues, and advises on the impact of policy changes.

10% Coordinates program Qualifying Examinations, annual academic student evaluations, MA Thesis presentations, Doctoral advancement presentations, and Doctoral Defense presentations. Coordinates assignment of cubicles, mailboxes, keys, and other department resources to all graduate students and TAs. Develops and implements departmental degree milestone petitions and forms and other tracking mechanisms; Prepares correspondence, verifications, and memos for approval from Graduate Division, the College of Letters and Science, Academic Senate, Graduate Council, and the Office of the Registrar advising on degree milestones and degree completion status.

Required Qualifications:

High school diploma or GED.
1 year of experience working with diverse clientele.
1-3 years of work experience in related field.
Skills in judgement and decision-making.

Preferred Qualifications:

Knowledge of department/school/college policies, procedures, and requirements.
Bachelor's degree or equivalent experience and/or training.
Ability to multi-task.
Ability to problem solve.
Strong written and verbal communication skills, including active listening.

Special Conditions of Employment:

Satisfactory conviction history background check
This is a limited appointment working less than 1000 hours in 12 consecutive months.
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:

45% Hiring/Onboarding - Is responsible for all TA English Language Evaluations, Space assignments/ coordination and key management. Admissions work includes reviewing applications, creating funding offer letters, uploading letters in the system (new requirement) and responding to many inquiries from prospective students. Also includes BS/MS program coordination and advancing students to graduate status and working with Hal Pedersen with the application process. Assists with Master's degree memo processing every quarter (from PSTAT students and outside Department students who want to pursue our MA) and is responsible for processing and organizing all requests and applications for Teaching Assistant and Reader positions; Glacier Nominations for Tax Prep for non-resident aliens.
20% Processing TA and Associate Packets - Responsible for processing approximately 100 Teaching Assistants and/or Associate appointment review letters during the academic year as mandated by the collective bargaining union, UAW. Responsible for entering appointment information into UCPath (online payroll/ personnel system) including but not limited to: new hires, rehires, terminations; PayPath actions extending employment for Teaching Assistants, Graduate Student Researchers, and other academic titles. Serves as backup approver for all UCPath transactions.
25% Advising Students - Combined 5-year BS/MS Degree Advisor and Coordinator: Advises students on the pre-application and application process for the 5-year combined BS/MS Actuarial Science program. Processes all pre-applications to facilitate review from the Actuarial Program Committee. Writes and disseminates all BS/MS program pre-application decisions. Assists accepted BS/MS students through the advancement process, including writing the 5-year curriculum memo, writing the advancement memo, providing instructions on Graduate Division and online application, and advising on the differences in academic and registration expectations between undergraduate and graduate status. Actively participates in program development with Actuarial Program committee, suggests solutions to recurrent student issues, and advises on the impact of policy changes.
10% Coordination of Program Qualifying Exams - Coordinates program Qualifying Examinations, annual academic student evaluations, MA Thesis presentations, Doctoral advancement presentations, and Doctoral Defense presentations. Coordinates assignment of cubicles, mailboxes, keys, and other department resources to all graduate students and TAs. Develops and implements departmental degree milestone petitions and forms and other tracking mechanisms; Prepares correspondence, verifications, and memos for approval from Graduate Division, the College of Letters and Science, Academic Senate, Graduate Council, and the Office of the Registrar advising on degree milestones and degree completion status.

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:

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 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'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76018&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant