Initial Review Date (IRD) UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The Initial Review Date (IRD) for this job is: 03-15-2021
Dept Marketing Statement UC Santa Cruz is one of the world's leading centers for both observational and theoretical research in astronomy and astrophysics. The Astronomy Department includes 18 faculty members, whose research interests range from our solar system and the Milky Way to the most distant galaxies in the Universe and the most fundamental questions of cosmology. Senior faculty members in the department have received the highest honors in their field and nine of UC Santa Cruz's 18 faculty elected to the National Academy of Science have been affiliated with the Department of Astronomy and Astrophysics. In addition, we typically have 21 postdoctoral researchers in residence, a steady stream of visiting scientists, and a dedicated and skilled technical staff. UCSC is also a leader in astrophysics education, and we attract some the best graduate students in the country, enrolling approximately 55 students working towards the Ph.D. degree. Our students continually receive high-profile awards from the National Science Foundation, the Kavli Foundation, and the Hubble Postdoctoral Fellowship program.
Applies professional student services concepts. Provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.
Under general direction of the Astronomy Department Manager, the incumbent provides Graduate Advising and administrative support for the Astronomy Department. Principal functional areas include; graduate admissions process, TA allocations, fellowship administration and coordination, astronomy graduate student advising and program support, seminar and colloquia coordination, general office coordination.
Pay, Benefits, & Work Schedule Salary Information: $25.38-$27.54/hour. Salary commensurate with qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz main campus
Union Representation: None
Job Duties 70% - Core Function: Graduate Program Support
Student Services and Academic Advising
Provides advice, counsel and assistance to students on departmental and university academic regulations, Ph.D. requirements and guidelines.
Monitors students' progress to degree. Provides timely reminders and communications of upcoming milestones to current graduate students.
Provides information to students and faculty regarding organization policies and procedures on student conduct.
Identifies and makes referrals for resolutions to a wide variety of intricate and complex student issues. Identifies students with progression problems and recommends interventions. Provides guidance and advice to students having unusually difficult academic problems. Advises students in emergency situations and refers to other University agencies as appropriate.
Coordinates with International Student Services on all visa policies and procedures.
Conducts orientation and onboarding of new students.Participates in campus discussions and planning relative to advising.
Complete special projects as assigned.
Recruitment and Admissions
Advises prospective applicants on necessary academic preparation and application requirements.
Assists in the preparation and distribution of any recruitment materials including updating and maintaining webpages.
Assists with coordination of the department graduate student admission processes.
Transmits recommendations of admission of new students including financial offer packages to the Graduate Division.
Initiates, arranges, and provides administrative support for student recruitment visits.
Graduate Student Financial Support
Manages the processing of quarterly student support to include fellowships, awards, GSR and TA appointments.
Provides advice, counsel and assistance to students and faculty on various fellowship details and parameters.
Ensures graduate student support follows defined department policies and practices.
Manages resolution of extremely sensitive, specialized, and / or complex financial aid issues.
Administers department block fund allocation.
Identifies graduate student financial needs and, following best practices, makes innovative suggestions to improve department practice.
Reports potential issues quarterly to the manager and department chair as needed.
Accurately documents student program milestones and financial support.
Determines completion of requirements, documents and certifies them.
Accurate and timely submission of required forms. Timely review and appropriate handling of all graduate student forms.
Ensures FERPA and document confidentiality.
Coordinates the annual review process of all graduate students.
Adheres to best practices in managing student documents, records, and information, adapting as needed.
Develops innovative techniques to effectively organize and review student information.
25% - Core Function: Administrative Department Support
Provides administrative support to ensure efficient operation of the department. Supports department manager through a variety of tasks related to organization and communication.
Coordinates colloquia series, visitor travel, processes reimbursements and other financial documentation as needed.
Provides backup to the department manager in their absence or during peak periods of the academic year.
Assists with the resolution of problems or enhancement of administrative processes, recommending solutions and implementing changes as needed.
Other general duties as assigned by department manager or department chair.
5% - Core Function: Academic Personnel Support
As needed, serves as a resource to faculty, interpreting policies and procedures associated with research appointments and reappointments.
Drafts appointment letters and compile dossiers as needed.
Assists with personnel files as assigned.
Bachelor's degree in related area and / or equivalent experience / training.
Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to create, format and accurately maintain databases, correspondence, forms and collateral materials with speed and accuracy, including the willingness to learn and use new computer programs and applications.
Strong writing skills, including the ability to research and analyze information sufficient to produce clear, concise documents using correct spelling and grammar, paying close attention to detail and proofreading skills.
Organizational skills sufficient to prioritize, anticipate needs of faculty, staff and students, sequence and complete assignments both independently and as a member of a team, under pressure of competing deadlines and with frequent interruptions, working from own initiative and/or following, direction, policies or procedures.
Strong interpersonal communication skills with the ability to act as a resource, to give clear, concise information, provide customer service in a courteous manner, and work effectively with diverse groups of people and teams at various levels within an organization.
Ability to assimilate from oral or written sources a broad knowledge of campus and government agency policies and procedures and apply them with consistency to individual situations.
Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
Demonstrated analytical skills commensurate with requirements of the job including ability to perform basic math skills; knowledge of accurate record-keeping techniques.
Ability to exercise initiative, good judgment and discretion in handling confidential materials and matters.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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