Politics Graduate Program Coordinator/Department Analyst
Location: Santa Cruz Job ID: 19580
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.
Initial Review Date (IRD): 07-12-2021
Dept Marketing Statement The Politics Graduate Program at UC Santa Cruz offers a distinctive approach to the study of politics and the building of bridges among politics and other disciplines. Our department studies politics through historical, philosophical, cultural, conceptual and other perspectives - in addition to the scientific approaches that are customary in the U.S. discipline of political science. The small size of the program encourages close interactions among the 18 faculty and 36 doctoral students.
This position will take on the lecturer Academic Human Resources needs for the Politics and Legal Studies curriculum. It will also provide backup budgetary support to the Department Manager. Oversight of Faculty Services and the student workers who staff it.
Pay, Benefits, & Work Schedule Salary Information: $60,000 - $66,000 / Annually. Salary commensurate with skills, qualifications and experience.
Job Duties 20% - Applying professional student services concepts, provides the full range of student services to the student population served by the organization.
Advises Ph.D. graduate students and prospective students regarding application process, degree requirements, course selection, leaves and readmission, transfer credits, normative time, qualifying exam procedures, candidacy, financial support, residency status, employment, student conduct, and personal challenges creating obstacles to their academic progress.
Performs all administrative functions for the graduate program (event/meeting logistics, records management, data entry, annual review, and calls for fellowship applications
Responsible for interpreting organization policies and advising students and faculty on student conduct, grievances, disputes, and issues regarding discrimination.
Develops and coordinate new student orientation. Oversee logistical support. Identify topics that need to be covered. Arrange for rooms, equipment, information/resource packets, campus speakers, catering, etc. Advises faculty on TA training needs and opportunities. Organizes events to introduce new graduate students to the department.
Develops and edits advising materials. Manages content for the graduate program's web presence. Collaborates with departmental staff and faculty in developing content.
Coordinates annual review of graduate program statement in catalog.
Refers students to other campus units and services as appropriate (such as the Graduate Division, Disability Resource Center, EOP, Counseling and Psychological Services, Slug Support, Registrar, and other academic departments.
Coordinates visiting scholar appointments and preparation of visa requests for international scholars.
Participates in the maintenance and monitoring of graduate computer and copy equipment, grad lab space and entry codes. Refers graduate students to technical support as needed.
25% -Academic Advising
Advises faculty on departmental/school/college and university policies and procedures; reviews students' progress and advises students and faculty on requirements for degree/program completion; identifies students with progression problems and recommends interventions; devises curriculum planning in collaboration with chair/dean and faculty, and with other departments.
Provides advice and support to the Graduate Director and graduate committees. Researches, interprets, and applies policies for faculty and students. Advises on decisions under consideration to ensure that actions are in compliance with university policies and regulations. Establishes and monitors timetables for projects and activities. Composes correspondence under own initiative and signature, and/or for the Director. Represents the program in the absence of the Director. Initiates graduate committee meetings, identify agenda topics, and attend to advise and take notes. Implement and administer actions and policy changes made by the graduate committee. Maintain a history of actions and changes. Compiles statistical information; develops reports, provides analysis.
Serves as liaison and resource to campus offices including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and other academic departments.
Develops and oversees maintenance of databases and records to track all aspects of admission, student support, TA assignments, academic progress, space assignments, dissertation titles, degrees awarded, professional placement information, etc. Maintains student and alumni email lists. Accesses campus databases and reports to conduct research in support of program planning.
Student Conduct: Responsible for interpreting organization policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination.
10% - Recruitment and Admissions
Plans and implements outreach programs with specifically targeted institutions; advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to the prospective applicant's goals; utilizing in-depth knowledge of the organization's admissions criteria, helps rank applicants for admissions; evaluates domestic and international transcripts for degree eligibility; initiates and arranges student recruitment visits.
10% - Financial Aid
Oversees the administration, evaluation, and awarding of student fellowships, grants, scholarships, and other awards; advises students on financial aid options of the organization and extra-mural fellowship opportunities; oversees processes for equitable assignment of Graduate Student Instructors (GSIs) and coordinates GSI assignments each term.
Researches and resolves issues associated with graduate student employment, fellowship disbursement, billing, and/or financial aid.
Coordinates funding sources and manages allocation levels for graduate support. Develops a projected budget and spending plan for annual budget forecasting. Tracks expenditures. Provides financial data and information.
Tracks student funding history, needs, and employment eligibility.
Ensures compliance with the Academic Student Employee (ASE) Contract, and Academic Human Resources (AHR) and the Committee on Educational Policy policies and procedures.
Directs and oversees application and selection processes for research and travel funds and various fellowships and awards.
10% - Events: Plans and implements complex, high-visibility student events
Coordinates colloquia and recruitment events, including creation of flyers, publicity to students, faculty, campus and outside community as needed. Coordinates with speakers to make arrangements for travel, equipment needs and reimbursement. Tracks budget and work with other departments when co-hosting for honoraria payments and travel reimbursement.
10% - Financial Support for Department Operations
Acts as resource person to Department Manager and Department Chair on current accounting departmental regulations and procedures (CruzBuy, FAST, etc.). Liaison for division/accounting and Anthropology faculty, students and staff. Manage internal ledgers.
Initiates and completes all necessary accounting forms (i.e., check requests, purchase orders, travel expense vouchers, duplicating requisitions, recharge forms, honorarium, reimbursement, etc.) for faculty, staff, graduate students and visitors for department operations. Using Infoview, tracks actual and projected expenditures to ensure a balanced budget.
Inventories and orders office supplies. Responsible for the copy machine administration. Researches and recommends new equipment purchases to the Department Manager.
Reconciles internal accounts to InfoView Reports. Prepares detailed analysis of activity, monitor adherence to budget. Completes fiscal closing entries and balance in conjunction with the Department Manager.
Acts as point person for Politics and Legal Studies Lecturer Pools - acknowledges and communicates with new applicants, coordinate faculty review of file materials, process batch reports to qualify applicants for future hiring considerations.
Under the direction of the Department Manager prepares hiring dossiers for four - seven lecturers each academic year, and as needed.
Acts as liaison with divisional HR staff for grad, lecturer, and reader hires.
5% - Facilities
Maintains FacilitiesLink database, tracks department space utilization, assigns offices and keys for grads, faculty, lecturers and staff.
5% - Other Duties
Oversees work-study students and delegates low-level administrative tasks (mailboxes, mail distribution). Advertises open work-study positions through the student Employee Request (ER) system and manages recruitment processes.
Acts as back up to Department Manager for AHR, budget support and resource management when the department manager is absent.
Bachelor's degree in related area and/or equivalent experience/training
Working knowledge of advising and counseling techniques.
Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
Ability in problem identification and reasoning.
Ability to develop original ideas to solve problems.
Multicultural competencies; ability to work with diverse populations.
Strong organizational and planning skills, including the ability to set priorities, maintain workflow, meet deadlines, and complete a high volume of work with frequent interruptions.
Experience in a computerized office environment, including skills with word processing, databases, spreadsheets, web page maintenance, and email.
Abilities to assimilate, interpret, explain, and apply a variety of common organization-related and administrative policies and procedures.
Demonstrated ability to adapt to a changing organization and environment.
Ability to exercise good judgement and maintain confidentiality.
Proven communication and interpersonal skills to interact effectively with individuals at all levels within the organization, and other professionals.
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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