Career Center

Graduate Advisor

Location: Santa Cruz
Job ID: 43431

JOB POSTING

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NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

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 IRD for this job is: 10-27-2022

 

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

 

DEPARTMENT OVERVIEW

Originally founded in 1997, Baskin Engineering (BE) is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry.  Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.
We champion new ideas and uphold the UCSC Principles of Community.

 

JOB SUMMARY

The Office of Graduate Student Affairs in BE is responsible and accountable for the overall development, management and coordination of all programmatic activities and support services related to graduate programs. This wide scope of responsibility requires extensive knowledge of pertinent policies and procedures pertaining to graduate education at UCSC generally and BE specifically, as well as the ability to interact and problem solve directly with faculty and graduate students in various BE programs. Each BE graduate program is unique, with separate requirements and distinct tracks of study, which requires the incumbents to move seamlessly between programs while ensuring consolidated and cooperative services for all graduate students.

BE faculty significantly rely on the Office of Graduate Student Affairs to independently manage support services, coordinate policy implementation and compliance, correctly interpret and apply policies and procedures, advise faculty on issues requiring direct faculty involvement, ensure graduate student welfare, manage resources, and guide the continued expansion of BE graduate programs in accordance with academic planning goals.

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $61,500 - $70,900/year. Salary commensurate with skills, qualifications and experience.

No. of Positions: 3

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• 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: Non-Represented

Job Code Classification: 004575 (STDT SVC ADVISOR 3)

Travel:  Never or Rarely

 

JOB DUTIES

50% - ACADEMIC ADVISING

• Independently provide the full range of graduate student support on a variety of issues including registration and enrollment policies and procedures, degree requirements, administrative issues, withdrawal and readmission, departmental and campus programs, and graduation. Assess student needs, goals, problems, and personal adjustments relating to or affecting their academic performance, including sensitive and confidential student welfare issues-resolution of which contributes to graduate student retention. Monitor student progress throughout the year, identify students with progression problems, and recommend interventions.
• Serve as the department resource for graduate matters. Advise students and faculty on departmental, Graduate Division, and University policies and procedures. Analyze data carefully to implement or recommend effective courses of action, or improvement of department procedures regarding all aspects of the graduate student experience. Inform Director of Graduate Affairs of changes being considered to ensure that actions are in compliance with Graduate Division and University Regulations.
• In collaboration with relevant staff and faculty, participate in the annual Curriculum and Leave Planning (CLP) processes. Provide ongoing oversight and support with respect to enrollment management.

25% - RECRUITMENT & ADMISSIONS

• Overall leadership and management of the annual graduate student recruitment and admissions process.  Advise prospective applicants on necessary academic preparation; appropriateness of program as it pertains to prospective applicant's goals. Supports faculty efforts as needed to meet organization's recruitment and admissions goals. Provide guidance to admissions committees in ranking applications and available fund sources for admission offers. Process and submit all decisions to the Graduate Division for formal offers of admission, financial aid, and fellowships. Provide individualized follow-up with admitted students to determine their needs and facilitate their acceptance of admission.
• In coordination with relevant staff, faculty, and students, plans and implements complex, high-visibility student affair events, such as graduate student visit day (i.e., Open House) and new student orientation. Plans, designs, and provides workshops for students, such as information about the organization, or academic programs. Attends department graduate student events as required.
• Work with BE faculty to assure that all recruitment and retention activities promote diversity of our graduate student population and adherence to University regulations.

15% - FINANCIAL AID & MANAGEMENT

• Oversees administration of fellowships, return-to-aid, and other fund sources, and manages these funds as well as graduate travel, outreach and enrichment funds.  Work with the financial coordinator, research accountants and the business office to assure accuracy of data.
• Oversees processes for equitable assignment of Graduate Student Instructors (GSIs) and coordinates GSI assignments each term.
• Oversee internal operating budget for degree program(s).  Maintain accounting and initiate reimbursements, projecting expenses and reconciling ledgers. Compile and provide financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean and BE Director of Finance.

10% - ADMINISTRATIVE OPERATIONS

• Maintains the internal graduate student database and shared server files, including such records as relates to academic progress, personal information, and alumni data. Gather data and generate regular, ongoing, 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.
• Responsible for routinely updating website content on the BE graduate advising web pages, including student handbooks, and maintaining accurate information.
• Other duties as assigned.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Working knowledge of advising and counseling techniques.
• Ability to understand, develop and present budgetary and financial information.
• Ability to research, interpret, and apply complex policies, procedures and information, and to recommend solutions on own initiative.
• Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
• Demonstrated ability to prioritize and organize work and resolve both complex and routine problems in a timely manner, meet deadlines, and work with frequent interruptions and distractions.
• Excellent verbal and interpersonal communication skills; ability to disseminate information in a clear, accurate, and effective manner.
• Excellent written communication skills.
• Multicultural competencies; ability to work effectively with diverse populations.

 

PREFERRED QUALIFICATIONS

• Experience serving and supporting graduate students.
• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Ability to manage, and accurately document use of, financial resources in compliance with University requirements.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

 

SAFETY STATEMENT

All UCSC employees must understand 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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

EEO/AA

The University of California is an Equal Employment 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.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=43431&PostingSeq=1

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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