Job Details

Graduate Program Advisor
Go to our website »

Position Number: 5924413
Location: Santa Barbara, CA
Position Type: Business - Accounting

Graduate Program Advisor

University of California Santa Barbara

Job Posting Details

Position Number: 40126444

Payroll Title: Student Services Advisor 2

Job Code: 4574

Job Open Date: 1/10/2025

Application Review Begins: 1/28/2025; open until filled

Department Code (Name): CHEM (CHEMISTRY DEPT)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Hiring/Budgeted Hourly Range: $25.77 to $33.52/hr.

Full Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $25.77 to $33.52/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. The full hourly range for this position is $25.77 to $43.58/hr.

Work Location: Building 232, Rm 1004A

Working Days and Hours: M-F; 8AM - 5PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Potential for hybrid after probationary/training period.

Special Instructions:

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

Department Marketing Statement:

We represent all branches of chemistry, from materials chemistry to chemical biology. Our 46 faculty, including two Nobel Laureates, a graduate program in Chemistry and Biochemistry, postdoctoral researchers, and staff are all dedicated to exploring the frontiers of chemical science. We pride ourselves in a strong collaborative research environment, an ethos maintained by our connection to several interdisciplinary research units on campus.

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:

Under the direction of the Student Affairs Manager, with additional guidance provided by the Faculty Graduate Advisor, MSO and Chair of the Department of Chemistry & Biochemistry (DCB), the Graduate Program Advisor provides support in all aspects of the graduate program. Provides Department and University policy and procedural information to current and prospective graduate students, faculty, and staff. Serves as liaison between students, faculty, and other campus administrative units and control points. Is responsible for advising approximately 175 graduate students on a variety of academic issues and ensures students are making progress towards their degree and career goals while remaining within established university and program guidelines and regulations. Manages graduate student records, program data and statistics and is responsible for overseeing all publications for the graduate program. Working with the student affairs team, the Graduate Program Advisor participates in policy decisions and program development to support faculty initiatives and encourage student academic success. Is responsible for the overall coordination and administration of graduate student recruitment, admission, outreach and new student orientation processes. In collaboration with the Payroll Coordinator, advises graduate students on academic appointments and employment matters. Is expected to be strongly committed to the program and to the welfare of the students, maintaining a climate of interpersonal support while exercising independent professional judgment and creative problem solving skills.

Required Qualifications:

1-3 years of directly related experience, preferably in a higher education institution.
Bachelor's Degree in related area or equivalent experience and/or training.
Interpersonal skills.
Multicultural competencies; ability to work with diverse populations.
Skills in service orientation, organization, active listening, and critical thinking.
Solid verbal and written communication skills.
Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.

Preferred Qualifications:

1-3 years of experience in resolving academic issues that also involve the vocational and life goals of the student.
1-3 years of academic advising, student affairs, enrollment management, or counseling experience.
1-3 years assisting in coordinating programs, workshops, and community service and leadership development experiences for graduate student populations.
Knowledge of University-specific computer application programs and pertinent databases.
Basic knowledge of student immigration and visa processes pertaining to international students and scholars.
Knowledge of University processes and procedures related to student advising, academic affairs, and graduate student education.
Understanding of University rules and regulations regarding graduate student placement, degree requirements, graduate student researcher and teaching assistant employment.
Working knowledge of advising and counseling techniques.

Special Conditions of Employment:

Satisfactory conviction history background check
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% Graduate Student Advising -

Serves as graduate students' first point of contact. Responsible for providing assistance and information regarding the graduate academic program, including degree requirements, course selection, opportunities, leaves, transfer credits, and exceptions to requirements.

Serves as a liaison and resource to other offices including the Registrar's, Graduate Division, Office of International Student Services, and academic departments to resolve problems, coordinate activities, and verify information.

Maintains detailed and accurate student academic records for the purpose of tracking progress of graduate students and monitoring their academic achievement. Alert faculty advisor of potential problems.

Determines status of students' academic progress and makes recommendations to faculty in determining a course of action for students who are not making normal progress towards the degree. Refers academic probation and dismissals to the Graduate Faculty Advisor for action.

Manages all graduate milestone support and coordination. Serves as department liaison to Graduate division for the processing of masters, qualifying examinations, and dissertation defense. Maintains and prepares students' informational materials, course schedules, rosters and directories. Provides various constituencies with appropriate materials, information and/or referrals.

Reviews approves, or refers all student petitions and other actions as required.

Interacts compassionately and diplomatically with students. Uses professional judgment to make referrals as appropriate to campus and community supportive services. Advises students in matters related to housing, health services, and transportation.

25% Graduate Student Admission, Recruitment and Outreach -

Advises prospective applicants on necessary academic preparation and application requirements.

In conjunction with the Student Affairs Manager and Admissions Chair assists with managing the annual graduate student recruitment and admissions process. Supports faculty efforts to meet organization's recruitment and admissions goals and assures all recruitment activities promote diversity of our graduate student population and adherence to University regulations.

Maintains a database for prospective students applying to the program, assists with the coordination process of preparation and review of application files, processes applications and all related paperwork and reviews international and domestic transcripts for degree eligibility. In collaboration with the Admissions Chair, ensures timely submission of all decisions to the Graduate Division for formal offers of admission and fellowships.

Works with faculty admissions and recruitment committee to plan, implement and manage student activities/events inlcuding outreach, graduate recruitment, open house and new student training and orientation.

In consultation with the Faculty Graduate Advisor, Admissions Chair and the Graduate Division Admissions, Outreach, and Diversity Unit, determines the most effective methods to promote and advertise the graduate program on a national and international level. Compose, edit and oversee the production of promotional materials correspondence and mailings, including poster, brochure and web sites, adhering to publication, admission and recruitment schedules.

20% Graduate Student Employment & Financial Management -

Manages teaching assistant (TA) and reader requests, applications and quarterly TA schedule for 200+ Teaching Assistants, yearly. Disseminate teaching assistant (TA) assignments and any revisions to teaching assistants, instructors, staff and faculty.

Distributes ASE contracts, prepares employment exceptions and verifies employment eligibility.

Distributes information regarding general job responsibilities to teaching assistants. Ensures compliance with employment limitations and/or restrictions due to student status. Advises graduate students, faculty and staff on TA eligibility factors, restrictions, and policies. Advise Faculty Graduate Advisor of any performance problems.

Serves on TA Oversight Committee to recommend, plan and execute processes for equitable recruitment and assignment of Academic Student Employment (ASE) opportunities in the department. In consultation with the Student Affairs Manager, Graduate Faculty Advisor and Department Chair determine use of departmental block grant funding. Recommends resolution of sensitive and/or complex financial issues.

Works closely with the Payroll Coordinator to accurately input graduate student stipends and fellowship commitments into a graduate student's funding plan through GradPoint Financial.

Participates in the processing, evaluation, and awarding of student fellowships, grants, and other awards; advises students and faculty on department, graduate division and external funding opportunities, eligibility requirements, processes and deadlines. Coordinates nomination process and prepares application materials for submission.

20% Program Planning and Administration -

Participates as staff representative to support the goals and mission of the Chem PD program. Advises leadership team on resources, assists with securing financial support and provides administrative assistance for programming. Assists with the development of website resources, outreach publications and promotional materials and provides academic and non-academic job resources.

In collaboration with faculty advisors, guide graduate students on connecting with alumni, and establishing industry contacts to promote donations and employment opportunities.

Provides information on career development workshops, career related workshop materials, and Graduate Division resources available.

Maintains the internal graduate student database and shared files, including records relating to financial support, academic progress, employment assignments, personal information, and alumni data.

Gather data and generate quarterly, periodic, annual, or ad-hoc statistical reporting for reviews, internal and external surveys, enrollment figures and curriculum analysis, and for general analysis. Ensure integrity and quality control, including computer security, and student data confidentiality.

Develop, oversee, update, and edit selected content for the departments graduate web pages and Graduate Student Handbook.

Work with department leadership to develop/implement procedures to facilitate and ensure timely fulfillment of requirements and overall program success.

Provide administrative expertise and program information in order to recommend changes to policies, practices, and procedures. Responsible for establishing effective and cooperative working relationships with Graduate Division personnel and other campus programs and departments in order to share information and ensure any changes are in compliance with University regulations.

Serve as department liaison at campus meetings pertaining to graduate issues.

Participates in submission of graduate course updates within Master Course Approval (MCA). Drafts and/or edits justification. Modifying, deleting and restoring changes to existing course descriptions. Work with other departments for cross-listed courses. Maintain and monitor compliance with Academic Senate Regulations, when editing course descriptions, updating degree requirement sheets or submitting program changes.

5% Professional Development and Administrative Support -

In consultation with supervisor, identifies and implements annual professional development goals, including special projects, workshops/trainings, or campus committees focusing on relevant topics, including, professional skills development, and developing and maintaining expertise on various computer systems and computer software.

Assists with creating and posting content to the departments social media platforms, including Instagram, Facebook, LinkedIn and Twitter. Primary contact for management of LCD displays and content management through Xibo.

Serves as back-up to the Student Affairs Coordinator and Undergraduate Advisor with matters relating to the Disabled Students Program and the DCB Undergraduate Program and majors.

Other duties as assigned by the Department Chair, Business Officer or Student Affairs Manager.

UC Vaccination Programs Policy - With Interim Revisions:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs - With Interim Revisions.*
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 - With Interim Revisions - 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=75508&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant