Description
Job Posting Details
Payroll Title: Student Services Advisor 2
Job Code: 004574
Job Open Date: 05/21/2024
Application Review Begins: 06/06/2024; open until filled
Department Code (Name): SASC (South Hall Administrative Support Center)
Percentage of Time: 100%
Union Code (Name): 99 (Non-Represented)
Employee Class (Appointment Type): 2 - Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 18
Hiring/Budgeted Hourly Range: $24.95 - $29.30/hr.
Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $24.95 - $42.10/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $24.95 - $29.30/hr.
Work Location: South Hall 3432E
Working Days and Hours: Monday-Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Eligibility for hybrid work after six months' probation completion.
Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multilingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.
Brief Summary of Job Duties
The Graduate Program Advisor has comprehensive responsibility for managing and coordinating all aspects of the graduate advising in the Department of Philosophy and Linguistics. The student population includes approximately 65 graduate students and services 143 graduate courses annually. The Graduate Program Advisor coordinates all aspects of graduate recruitment and admissions processes for both programs, processing over 140 applications each year. Independently advises current and prospective graduate students on a wide variety of matters, including requirements for graduate admissions, program requirements, and options, progress towards degree, grades, courses, availability of fellowships and financial assistance, petitions, leaves, exam schedules, housing, cost of living, community issues, employment, and other academic issues. Manages graduate student teaching assignments and prepares TA and Associate course assignments for approximately 35 courses annually in two departments. Handles all aspects of TA and Associate employment. Works closely with the Faculty Graduate Advisors, Chairs, and faculty of both departments reporting statistical data to department/program committees and other campus agencies. Responsible for assuring compliance with relevant university and campus policies and procedures and collective bargaining contracts relating to student employment. Assists in the development and maintenance of student and faculty record-keeping systems.
Required Qualifications
- Bachelor's Degree in related area and / or equivalent experience / training.
- 1-3 years administrative experience.
- 1-3 years of experience with advising / counseling.
Preferred Qualifications
- 1-3 years of experience working in an academic environment.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Student Advising (40%): Utilizing in-depth knowledge of University, departmental, and Graduate Division policies and procedures, serves as the primary advisor and source of information about the Philosophy and Linguistics graduate programs for students and faculty. Advises current and prospective graduate students on a wide variety of matters, including requirements for graduate admissions, program requirements and options, progress towards degree, grades, courses, availability of fellowships and financial assistance, petitions, leaves, exam schedules, housing, cost of living, community issues, employment, and other academic issues. Exercises professional judgment to appropriately advise the faculty graduate advisor of possible academic problems. Interprets and communicates regulations, policies, and procedures from various administrative offices to students, faculty, and faculty committees. Advises both students and faculty about regulations concerning schedule adjustments, incompletes, withdrawals, leaves of absence, and time to degree. Maintains and monitors confidential student files, checking that course requirements are fulfilled and that exams are taken at appropriate times. Coordinates all exams with students and faculty for the language, and oral qualifying exams. Keeps students and faculty informed at all times about financial aid opportunities, possible job openings, grant and fellowship opportunities, university deadlines, and professional development events. Advises students of fellowship eligibility. Advises students on completion of their degrees, making sure that the appropriate forms and paperwork are completed for the Graduate Division by strict deadlines. Maintains close working relationship with Graduate Division and serves as a liaison between the students, faculty, and Graduate Division requiring an excellent knowledge and ability to interpret their policies and procedures. Responsible for overseeing the production, revision, and distribution of all informational material pertaining to the Graduate Unit. Provides revision recommendations to the graduate portion of the online catalog, the graduate guidelines, and annual revision of supplemental material to be included in the applications. Responsible for the annual revision of departmental graduate guidelines for each program. Provides updates to the department Webmaster on quarterly changes to graduate program content for both departments.
Financial Support (25%): Works in conjunction with SASC Student Services Manager and department chairs to develop Teaching Assistant and Associate FTE allocation requests based on undergraduate programmatic needs, graduate student financial commitments, and faculty teaching requests. Creates and maintains a database for TA FTE's quarterly and annually. Inputs fee offsets, GShips, and appointments online quarterly. Confers with the faculty advisor if there are any TAs who are having problems. Attends annual financial aid meetings for student support for the academic year. Maintains 50-60 TA applications and files for review by the committee and provides evaluation information on each candidate. Provides staff support during the meetings, producing information on each student as needed. Analyzes TA FTE for each department and makes recommendations to the graduate committees regarding final TA positions and a list of alternates. Corresponds with each student that applies, letting them know the outcome of the meeting. Assigns office space quarterly to teaching assistants. Maintains and updates departmental TA policies and procedures within the graduate guidelines annually. Designs TA assignment schedules for approximately 30 TA's every quarter and revises the TA/Associate/Reader assignment schedules throughout the year to meet changing undergraduate program needs and/or student circumstances. Advises Philosophy and Linguistics faculty committee members on fellowship and recruiting criteria, block grant allocations received, and keeps an accurate account of awards, acceptances, and denials of awards, which influence how the committee will allocate its block grant money. Stays up to date and provides faculty with accurate information on department policies and procedures and graduate division regulations regarding block grant allocations. Makes recommendations to the faculty graduate advisors and faculty from both departments on possible financial aid packages for new and continuing students. Provides staff support during meetings regarding any questions that may arise on a student's progress toward degree and eligibility. Notifies Graduate Division regarding any changes that occur during the year on student support. Sends denial letters to all students who are not given support. Prepares and initiates payroll transactions for all TA, Associate, and reader appointments into UC Path.
Student Recruitment (20%): Responsible for coordinating the recruitment and admissions process for both departments (approximately 125 applicants each year). Provides advice by phone, email, and/or in person about qualifications for graduate admission, program requirements, and financial aid opportunities. Tracks, maintains, and organizes all applicant files online. Trains faculty to use the online student application system. Corresponds directly with applicants regarding missing materials. Schedules sessions for departmental review, calling exceptional applicants to the attention of the graduate advisors and pertinent faculty for immediate recruitment and review. Generates various statistical reports for applicant ranking and selection purposes. Advises the graduate committee about Graduate Division regulations and deadlines concerning the application process. Performs preliminary analysis of applications and oversees the routing process on each applicant to the appropriate professors and the graduate advisor via the online system. Guarantees that application files are read in a timely manner. Sends notification letters concerning admitting or denying students into the program. Keeps the Graduate Division and the faculty graduate advisor informed about all phases of the application process. Organizes visit schedules for admitted students from both departments including arranging meetings with faculty and current graduate students, faculty in cognate departments, luncheons, receptions, dinners, transportation, and lodging. Coordinates and oversees the budget for all applicant campus visits and interviews with faculty, graduate chair, and continuing graduate students. Directs prospective graduate students to appropriate campus agencies for financial aid, housing, residency requirements, Office of International Students and Scholars, and other graduate programs that relate to their field of study.
Statistical Reporting/Database Management (10%): Manages database systems and statistical spreadsheets to maintain statistics on each department's graduate students. Keeps track of all graduate students instructed, time to degree, exams taken, and placement information. Sets up and maintains an electronic file for each student. Maintains online advising/progress to degree files for end-of-year letters. Utilize GradPoint to keep track of and process administrative matters including admissions, registration, degrees, and degree progress monitoring. Prepares analyses and reports for fellowship support, pass/fail rates for exams, teaching assistant allocations and TA FTE, student evaluations, job placement, course offerings, enrollment stats, etc. Keeps the Department Chair informed about all aspects of the graduate program.
Administrative Support (5%): Organizes and coordinates new student orientation events and open house events for prospective students. Additional duties as assigned by the SASC Student Services Manager and/or the SASC Director.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information:
UC Santa Barbara COVID-19 Information
University of California Policy on Vaccinations – With Interim Amendments
* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara 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.
For more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
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