Career Center

Graduate Coordinator

Location: Santa Cruz
Job ID: 45943

JOB POSTING

A hybrid work schedule is negotiable.

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: 01-09-2023



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

The Sociology Department currently has 20 senate faculty members, 3 year-round lecturers, and an administrative staff of 4.5. Sociology has approximately 30 graduate students and 600 undergraduate students. The department is housed in the Rachel Carson College academic building, upstairs from the Rachel Carson College administrative offices. In consultation with the department manager, the department chair, and the director for graduate studies, the incumbent will independently coordinate all aspects of the Sociology graduate program, and also provide support to department management through coordinating all temporary academic staff personnel actions for Sociology.

A hybrid work schedule is negotiable.

More information can be found here: https://sociology.ucsc.edu/

JOB SUMMARY

The Graduate Program Coordinator will provide the sole coordination of all aspects of the Sociology Department's graduate program, including student advising, the annual admissions process and all financial and funding support for graduate students. The incumbent will also coordinate and manage all aspects of temporary academic personnel for the Sociology Department.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $61,500.00 - $70,900.00 / Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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

30% - Graduate Student Advising and Program Administration

• Applying professional student services concepts, provides the full range of student services to the graduate student population.
• Advises new and continuing students and faculty on departmental/university policies, procedures and processes (e.g. quarterly enrollment, MA completion, advancement to candidacy and graduation); reviews students' progress and advises students and faculty on requirements for degree/program completion; identifies students with progression or other problems and recommends interventions; devises curriculum planning in collaboration with chair, faculty and other departments.
• Advises graduate students from outside the department who seek to complete a designated emphasis in sociology; tracks their progress and verifies completion with their home department and the Graduate Division.
• Provides administrative support and continuity to the Sociology Department Graduate Education Committee (GEC); in consultation with the graduate director, coordinates and attends GEC meetings, prepares agendas, takes notes and tracks follow-up items. Coordinates the End-of-Year (EOY) report process in consultation with the graduate director and GEC.
• Coordinates the Program Learning Outcomes (PLO) measurement process and coordinates the report submission for the graduate program.
• Prepares catalog copy and the annual program statement for the Sociology graduate program; develops the program's written advising materials; produces handouts as appropriate; develops, writes, edits and/or revises the department's graduate student handbook.
• Coordinates with the department programs coordinator as needed to ensure the administration of graduate course evaluations, to finalize the scheduling of graduate courses and TA sections and to process graduate course approval paperwork.
• Maintains server files, internal databases, and mailing lists; provides reports and analysis of program particulars as requested.
• Maintains the graduate program pages of the department's website.
• Coordinates professionalization workshops for grad students; coordinates and attends the 7th-week quarterly meeting between the grad students and grad director.
• Develops and enhances an alumni network.

20% - Academic Student Employment

• Coordinates and oversees the call, application and selection process for all ASE opportunities (teaching assistants (TAs), GSIs, readers, course assistants) for Sociology; coordinates and processes the TA assignment and hiring process for approximately 45 positions annually. Recommends TA assignments based on student experience, subject matter, course requirements and faculty needs; monitors TA openings on a regular basis; assigns and reassigns as needed; notifies the Social Sciences and Graduate Divisions of assignments and changes as needed; keeps ongoing database to track all changes.
• Coordinates departmental Graduate Student Researcher (GSR) hires in consultation with Social Sciences.
• In consultation with the graduate director, department chair, department manager and (when appropriate) the CITL, coordinates all aspects of the annual TA training for the department.

20% - Academic Human Resources-Temporary Academic Staff

• In consultation with the department manager, processes annual academic personnel actions for lecturers, research titles (e.g. postdocs, research associates) and other non-ladder academic employment recruitment, appointments, reappointments, and promotion reviews. Coordinates and consults with and/or advises the department manager, the Academic Personnel Office (APO), the Social Sciences Division, the International Education Office (visas), researchers and their PIs.
• Coordinates recruitments, appointments, reappointments, merits, and promotion for non-ladder rank academic employees. Analyzes options and advises faculty accordingly. Prepares job descriptions, places advertisements and coordinates searches. Works with both UC Recruit and DivData to do so.

20% - Admissions and Orientation

• 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 process, ensures faculty reviewer access to the Slate review system; coordinates the distribution of applications within the Slate system to the faculty reviewers; attends and facilitates admissions committee meetings; advises on domestic and international transcripts for degree eligibility and other application particulars; advises on the department's admissions budget; coordinates funding packages for admitted students; initiates and arranges all aspects of Visit Day for admitted students.
• Drafts nomination letters and prepares materials for divisional and campus-wide admissions fellowships.
• In consultation with the graduate director, liaises with the Graduate Division to fine-tune offer packages to ensure recruitment of target cohort number.
• Coordinates and leads start-of-year orientations for new graduate students; in consultation with the department manager, organizes annual department fall reception (determines budget, secures location/time/catering, and publicity).

10% - Graduate Program Financial Management

• Oversees the administration, evaluation, and awarding of department fellowships and other awards in collaboration with the GEC; advises students and faculty of financial aid opportunities as they arise; assists students with troubleshooting payroll or billing discrepancies.
• More specifically: informs newly admitted students of funding opportunities such as Regents fellowships, Cota-Robles and Dean's/Chancellor's fellowships. Informs continuing students of Dissertation Year Fellowships, Dissertation Quarter Fellowships, out-of-state tuition waivers, ASE opportunities, and department awards.
• In consultation with the graduate director and GEC, manages the graduate program block allocation (budget) to ensure support of both the annual admissions process and incoming and continuing students in the program.
• Prepares and submits nomination and award letters; prepares and submits payout requests to the Social Sciences Division, the Graduate Division or Financial Aid/other campus offices as appropriate.

REQUIRED QUALIFICATIONS

• 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.
• Interpersonal skills.
• Multicultural competencies; ability to work with diverse populations.
• Ability to exercise good judgment and maintain confidentiality.
• 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.
• 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 working in a computerized (especially Macintosh) environment, including skills with word processing software, databases, spreadsheets and electronic mail systems.
• Excellent written, oral, and interpersonal skills and the ability to disseminate information in a clear, accurate and effective manner.
• Demonstrated experience creating a variety of written materials such as reports, policy documentation and formal minutes.
• Strong budgeting, financial accounting or payroll skills and experience.
• Demonstrated ability to understand, develop and present budgetary and financial information, and work within an allocation.
• Ability to adapt to a changing organization and environment and to respond promptly to changing priorities.
• Ability to work independently as well as cooperatively as part of a team on cross-functional tasks.

PREFERRED QUALIFICATIONS

• 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.
• Knowledge of UC policies and procedures, and familiarity with UCSC programs, administrative units and range of student services.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to perform essential physical job functions.
• Ability to safely perform the physical requirements necessary in storing and moving materials. The ability to lift light to moderate objects up to 40 lbs., with or without accommodation.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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=45943&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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