ABOUT UC SANTA CRUZ UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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): 08-23-2021
Dept Marketing Statement Under the general direction of the Department Manager, and in support of the Department Chair and Graduate Director, the incumbent oversees two graduate programs: Linguistics (.60 FTE) which consists of 13 ladder rank faculty, and 25+ PhD and MA students, and Philosophy (.40 FTE) which consists of 9 ladder rank faculty, and 20+ PhD and MA students. The Graduate Coordinator serves as primary advisor, resource person, and liaison to PhD and MA graduate students, and prospective students within Linguistics and Philosophy. The primary functional areas of this position include: (1) program planning, coordination, and administration; (2) student advising; (3) financial management & student employment; and (4) recruitment and admissions. For more information, please visit: https://linguistics.ucsc.edu/; https://philosophy.ucsc.edu/
Applies skills as a seasoned, experienced academic adviser. Provides advice to students on the full range of requirements for a department, college, or school with a wide variety of course requirements. Recommends solutions to progression and requirement issues. Advice may include not-clearly-defined programs such as independent study programs, interdisciplinary programs, or multiple programs. Works independently under general supervision.
APPOINTMENT INFORMATION Salary Information: $55,000 - $65,000/Annually. Salary commensurate with skills, qualifications and experience.
JOB DUTIES 30% - Program Planning, Coordination and Administration
Participate in the development of short and long-range plans and develop administrative procedures for the program; represent the program in the absence of the Graduate Director; independently resolve administrative problems; establish and monitor timetables for projects and activities; act as staff representative to the Graduate Program Committee. Keep Department Manager and Graduate Director informed regarding developing campus or student issues.
Initiate and schedule Graduate Program Committee meetings; inform Director of necessary agenda items, notify committee members, attend all meetings, record notes and keep historical files, compile annual summary of actions and policies made by the graduate committee and department.
Advise graduate students on academic milestones: qualifying exams, prospectus, and thesis defense. Verify course requirements have been met, prepare forms, ensure that faculty follow up on exam reports. Advise faculty on options for resolving problems if students fail all or part of exam. Facilitate annual student academic progress review. Create reports from student database and AIS to facilitate faculty advisor/advisee meetings; oversee the collection of signed reports; update database; complete and submit reports to Graduate Division.
Maintain databases and records to track TA assignments, academic progress, thesis titles, degrees awarded, first professional placement information, etc.
Respond to program inquiries. Draft and produce correspondence, reports, meeting minutes, internal policy and procedure changes. Develop the program's written advising materials; produce appropriate handbook and handouts; annually write, edit, and/or revise the department's graduate student handbook. Oversee the departmental website.
Recommend revisions to the academic program and to department practices to support program goals and facilitate student progress. Track and report graduate program accountability measures. Provide data and analysis for annual departmental and divisional academic program planning processes.
Under the general direction of the Department Manager, manage annual allocation of various travel, fieldwork, and research funds; independently process award distributions.
Confirm that students have met requirements for degree completion and review doctoral dissertations and master's theses for conformity to standards set by Graduate Division/UC Library/dissertation publishing requirements; advise students accordingly. Prepare and submit appropriate graduation documentation.
25% - Student Advising
Advise new and continuing students regarding campus and program information, course offerings, enrollment, major deadlines, transferability of previous academic work, graduate support opportunities, advancement to candidacy, thesis requirements, housing, support services, residency status. Assist students with payroll or billing discrepancies. Provide advice to solve problems and resolve conflicts on academic and general issues, making referrals to other resources as appropriate. Develop and maintain student handbook, graduate brochure, etc., working with faculty, other contributors, and publications staff.
Assist International students with International Student Services support for visas. Track and advise non-resident students on necessary requirements for obtaining residency status when applicable.
Track and record academic progress of each cohort of students. Identify problems related to progress toward degree for faculty consideration including requests for leaves of absences and readmission. Recommend specific action and options for individual students.
Ensure that all students are correctly enrolled in appropriate graduate courses each quarter. and facilitate corrections or revisions. Assign enrollment codes for graduate level independent studies; maintain appropriate records of work done for independent studies; issue graduate student enrollment forms, and bus stickers.
Assure that program and advising committee requirements are met for each student and that committee meetings/exams are scheduled within appropriate timelines. Advise faculty on options for resolving problems if a student fails all or part of an exam.
Evaluate and advise students seeking readmission to complete degree and/or students on leave of absence whose status has lapsed. Advise faculty advisors and Graduate Director of policies and conditions for readmission.
Determine barriers, distractions, and complications affecting a student's academic success, help students recognize these key non-academic issues, and make appropriate referrals for additional counseling and/or assistance from other units.
15% - Recruitment, Admissions and Outreach
Interpret policies and procedures governing graduate recruitment and admissions. Prepare reports and maintain applicant paper and/or database files. Coordinate annual graduate recruitment in conjunction with admissions committee, including compilation and monitoring of offer packages from a variety of funding sources. Ensure that annual support coincides with offers of graduate admission packages. Track all aspects of financial packages.
With Graduate Director, coordinate annual recruitment visit/open house events; communicate with applicants about purpose and schedule events/meetings. Advise applicants about program requirements. Arrange accommodations, itinerary; prepare and process reimbursement paperwork. Track and reconcile costs of admissions recruitment under the general direction of the Administrative Manager.
Assist in organizing outreach to prospective students, including organizing job fairs.
Organize departmental new student orientation events, including fall reception; determine budget, secure location, time, catering, and publicity.
15% - Academic Human Resources - Temporary Academic Staff
Independently identify and process annual academic personnel actions for research titles and other non-ladder academic employee recruitments, appointments, reappointments and promotions. Coordinate and consult with and/or advise Administrative Manager, Academic Personnel Offices (division and campus), DivData, International Education Office (visas), researchers and their related PIs.
Responsible for recruitment, appointment, reappointment, merits and promotion for non-ladder academic employees including Teaching Assistant appointments. Analyze options and advise faculty regarding academic research appointments. Prepare job descriptions, place advertisements, and coordinate searches.
10% - Financial Aid and Budget Support
Oversee general financial management of graduate student funding, administration of student fellowships, grants, and other awards; advise students on financial aid options.
Under the general direction of the Administrative Manager, manage annual allocation of various travel, fieldwork, and research funds; process graduate student travel reimbursements, and research/fieldwork fellowships.
Under the general direction of the Administrative Manager, reconcile financial data in campus financial databases.
5% - Professional Development and Training
Volunteer for and serve on campus committees, including the Graduate Advisor Group.
Attend training, as needed, related to graduate program administration and/or system changes.
Experience advising, or counseling in a professional setting.
Excellent verbal and interpersonal communication skills; ability to disseminate information in a clear, accurate, and effective manner.
Excellent written communication skills.
Ability to respond promptly to changing priorities and to work independently on multiple projects, with frequent interruptions.
Demonstrated ability to research, interpret, and apply complex policies, procedures and information, and to conduct research and recommend or implement solutions on own initiative and authority. Demonstrated analytical skills commensurate with requirements of the job.
Organizational and planning skills, including the ability to set priorities, maintain workflow, and meet deadlines.
Ability to work independently, while being part of a team.
Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment, discretion in dealing with sensitive or confidential matters.
Experience in computerized office environment, including skills with word processing, databases, spreadsheets, text editing applications, Google Suite, and electronic mail systems. Ability to work in a Macintosh environment.
Demonstrated ability to understand, develop and present budgetary and financial information.
Bachelor's degree in related area and/or equivalent experience / training.
Experience within a university or equivalent organization.
Experience with UCSC computing applications or equivalent (SLATE, AIS, Cognos, InfoView).
Special Conditions Selected candidate will be required to pass a pre-employment criminal history background check.
SAFETY STATEMENT All UCSC employees must know and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
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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