Mathematics Graduate Program Coordinator

The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 02/28/2024

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

Mathematics is a vital part of the science curriculum at the University of California, Santa Cruz (UCSC) and underlies the technological advances that drive society. The Department services close to 12,000 students and over 50 campus-wide majors annually. The Department consists of 19 permanent and 3 temporary faculty who teach and conduct research, 300 undergraduate Mathematics majors, and will grow to at least 70 graduate students working towards master's and Ph.D. degrees. The Department embraces diversity in all forms, striving to be an inclusive community that fosters an open enlightened and productive working environment.

More information can be found at https://www.math.ucsc.edu/

JOB SUMMARY

Provides the full range of student services for students pursuing M.A. and Ph.D. degrees within the Mathematics Department. Under the direction of the Department Manager and in support of the Department Chair and Graduate Vice Chair, the incumbent independently manages the graduate program including the coordination of programmatic activities and administration oversight; administratively supports the recruitment, appointment, reappointment, merit and promotions for academic employees; coordinates facilities, and space needs for faculty and graduate students; and provides general administrative and web support to the Department.

APPOINTMENT INFORMATION

Budgeted Salary: $28.74 - $33.52/hour.  Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

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: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 004574 (STDT SVC ADVISOR 2)

Travel: Never or Rarely

JOB DUTIES

40% - Graduate Student Advising

• Advise Ph.D. and M.A. graduate students and prospective students regarding campus and program information e.g., application process, degree requirements, course selection, course enrollment, leaves and readmission, transfer credits, normative time, qualifying exam (QE) procedures, Ph.D. candidacy, financial support, employment, and personal challenges creating obstacles for their academic progress. Interpret and apply related federal, university and department policy. Develop and edit advising materials.
• In conjunction with the Graduate Vice Chair, determine status of each student's academic progress. Prepare quarterly student progress report for the Department and annual report for the Graduate Division.
• Meet with students to evaluate progress and problems relating to or affecting their academic performance, including sensitive and confidential student welfare issues. Research policy and precedents to develop appropriate courses of action and make recommendations to the Graduate Vice Chair or faculty advisors on the need at hand and recommend policy or procedural changes. Assure that all students are correctly enrolled in appropriate graduate courses each quarter; identify errors and inconsistencies, notify students, faculty, and the Graduate Division and/or Registrar's Office; and facilitate corrections or revisions. Assure that program and advising committee requirements are met for each student and that committee meetings/exams are scheduled within appropriate timelines. Manage accelerated advance-to-candidacy program for International Ph.D. students, at least 30% of graduate population. Monitor and advise international students about the impact of enrollment or academic actions to tuition and visa status.
• Coordinate graduate student exams and QE process including administration and evaluation. Verify exam requirements, schedule exams, distribute questions, ensure that faculty follow up on exam reports, and notify Graduate Division of results. Advise faculty on options for resolving problems.
• Advise the Graduate Vice Chair of students who meet the criteria for award programs. Determine student eligibility for scholarships. Prepare award and fellowship proposal materials. Coordinate readmission reviews. Verify completion of degree requirements. Prepare and submit student files for graduation.
• Research and resolve issues associated with graduate student employment, fellowship disbursement, and financial aid. Track student funding history, needs, and employment eligibility. Ensure compliance with the Academic Student Employee (ASE) Contract, and AHR and the Committee on Educational Policy policies and procedures.
• Serve as liaison and resource to campus offices including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and other academic departments.
• Assist with career advising, job placement activities and resources, in conjunction with the Placement Director.

15% - Program Planning, Coordination, and Administration

• Manage activities and develop/implement procedures to facilitate the smooth operation of the graduate program, to support program goals and facilitate student progress. Track and report program accountability measures. Provide data and analysis for annual departmental and divisional academic program planning processes.
• Respond to inquiries about the program. Ensure that web sites and print materials are current. Prepare correspondence, reports, meeting minutes, internal policy and procedure changes, etc., for own signature or faculty signature.
• Participate in developing competitive applications for external funding. Identify deadlines and timeline for completing work. Draft program description and provide data and information about needs, previous allocations, student success rates, and placement after graduation.
• Responsible for interpreting organization policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination. Resolve conflicts between faculty and graduate students, alert committees to potential disciplinary actions, research options and document process. Schedule committee meetings, take notes, follow-up with action items and policy changes. Provide supporting information to faculty advising committee. Track and implement policy decisions including obtaining approvals from Graduate Division, Graduate Council, and faculty prior to annual update of graduate student and faculty handbooks. Develop, research, write and edit policy documents in conjunction with Graduate Advising and Admissions committees.
• Review annual graduate-level curriculum plan for VC confirmation, ensuring course offerings meet degree requirement needs. Provide information regarding graduate courses for advance enrollment system. Verify enrollment lists; identify errors and inconsistencies; notify students, faculty, and the Graduate Division and/or Registrar's Office; and facilitate corrections or revisions. Prepare catalog copy ensuring web site and catalog are in policy compliance.
• Oversee and conduct orientation of new students. Develop and coordinate new student and quarterly TA orientations. Oversee logistical support e.g., arrangements for rooms, equipment, meals, etc. Advise faculty on TA training needs and opportunities. Plan and implement complex, high-visibility student events, and organize events to introduce new graduate students to the department.
• Collaborate with other academic units that hire Mathematics graduate students as primary instructors to ensure proper tracking of teaching limits, confirmation of satisfactory academic progress, and timely balancing of Mathematics curricular needs for instructional support. In conjunction with Summer Session, implement the Department's growing Summer Session program of courses, instructors, TAs and sections.
• Provide advice and support to the Department Manager, Chair and VC. Research, interpret, and apply policies for faculty and students. Advise on decisions under consideration to ensure that actions are in compliance with university policies and regulations. Establish and monitor timetables for projects and activities. Compose correspondence under own initiative and signature, and/or for the VC. Initiate meetings, identify agenda topics, and attend to advise and take notes. Implement and administer actions and policy changes made by the VC. Compile statistical information; develop reports, provide analysis.
• Develop and oversee the maintenance of databases and records tracking admissions, student support, TA assignments, academic progress, space assignments, dissertation titles, degrees awarded, first professional placement information, etc.

15% - Financial Management and Student Support

• Oversee 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 teaching assistants and course assistants Academic Student Employees (ASE) and coordinates ASE assignments each term.
• Administer unique and complex support packages for each student admitted, including split-funded grant support, external funding (GAANN, NSF) and a variety of fellowship support. Track funding for each student and compile statistics and data for reporting and renewal processes. Alert PIs about reporting discrepancies. Strategize and make recommendations to accommodate special circumstances. With knowledge of appropriate use of academic titles, payroll policies, and granting agency requirements, ensure that stipends, fees, and tuition are paid correctly. Consult with and guide payroll and research accounting staff, students, and faculty to explain the intricacies of each situation. Liaison with funding agencies and Office of Sponsored Projects.
• Specifically acts as resource person to faculty, students and staff on current accounting departmental regulations and procedures (Procard, CruzBuy etc.). Acts as liaison for division/accounting and Mathematics faculty, students and staff. Keep internal ledgers.
• Coordinate funding sources and manage allocation levels for graduate support. Develop a projected budget and spending plan for annual budget forecasting. Track expenditures. Provide financial data and information.
• Manage annual allocation of various travel, research, and independent study funds. Publish guidelines and deadlines, solicit applications, assist faculty in selecting award recipients, and notify recipients on process for accessing funds. Track expenditures.
• Direct and oversee application and selection processes for research and travel funds and various fellowships. Reconcile costs of admissions recruitment activities and associated travel. Prepare admissions financial support worksheets.
• Initiate and complete all necessary accounting forms (i.e., check requests, purchase orders, travel expense vouchers, duplicating requisitions, recharge forms, honorarium, etc.) for faculty, staff, students and visitors for the Mathematics Department. Using Infoview, track actual and projected expenditures to ensure balanced budget.
• For academic personnel and recruitments, is responsible for all necessary travel and reimbursement paperwork for prospective candidates, students and Mathematics faculty. Record and track related expenses to ensure budget is maintained.
• Reconcile internal accounts to InfoView Reports. Prepare detailed analysis of activity, monitor adherence to budget. Complete fiscal closing entries and balance in conjunction with Department Manager.
• Maintain knowledge of campus fiscal policies and practices, acts as Department's resource person liaison with the Division business office. Responsible for informing Department Manager of foreseeable budget shortfalls.

10% - Academic and Staff Human Resources

• Provide administrative support for recruitment, appointment, reappointment, merits and promotion for ladder and non-ladder academic employees. Advise faculty regarding options for academic research appointments. Prepare job descriptions, place advertisements, and coordinate searches. Document stages of screening process by advising faculty of acceptable reasons for eliminating or selecting candidates, and distinguishing between applicants, candidates, and serious candidates. Complete recruitment documentation. Write appointment letters and requests for waivers of recruitment for Department Chair's or faculty signature, supplying appropriate documentation and background materials, and compile appointment dossiers. Serve as liaison with divisional and campus academic resources staff regarding timing of reviews, policy/contract interpretation, and payroll issues for non-ladder appointees. Coordinate timing and preparation of visa requests for international scholars and graduate students with academic appointments.
• Coordinate the appointment of Teaching Assistantships (TA) and graduate student instructors, and awarding of various fellowships. Recommend TA appointments based on student experience, course requirements, and faculty needs. Monitor position openings and changes. Prepare or oversee appointment files.
• Identify students eligible to be considered for the Outstanding TA. Collaborate with the TA Trainer on review and selection.
• Supervise student assistants: write job descriptions, make hiring decisions, provide job training, evaluate performance, resolve problems and/or conflicts and determine workload priorities and distribution and quality of work to optimize productivity. Review, sign, and submit time records.
• Train new staff in departmental and/or project task needs, University policies, procedures and forms, use and maintenance of office equipment (Ericsson telephone, photocopiers, voicemail), audiovisual equipment (overhead projectors, projection screens), technical equipment (printers, digital camera, modems, scanners, disk drives, word processing, web files, electronic communications, database storage, and spreadsheets).

10% - Graduate Student Recruitment and Admissions

• Consult with faculty and Department Manager to establish goals for program growth and annual target for admitting new students. Keep faculty apprised of opportunities for graduate recruitment of underrepresented students. Develops and enhances an alumni recruitment network.
• Manage the annual graduate student recruitment and admissions process. Design and produce on-line recruitment publications.
• Develop annual timeline. Monitor on-line application progress. Monitor admissions web review interface and advise faculty on use of the on-line review system. Interpret and apply relevant policies. Generate status reports.
• Respond to inquiries and oversee communications to prospective students e.g., provide information about program requirements, the admissions process, and financial aid opportunities.
• Provide logistical support for recruitment activities and preparation of materials.
• Serve as liaison between the Graduate Division, dean's office, and Department faculty and staff regarding admissions and student support.
• Develop agendas and organize meetings of the admissions committee. Recommend distribution of block allocation funds by advising the Graduate Vice Chair on financial offer strategies aligned with admissions committee priorities and continuing student need.
• Coordinate annual graduate recruitment in conjunction with Graduate Admissions committee, including compilation and monitoring of offer packages from a variety of funding sources; block allocation, fellowships, research funds, TAships and GSRs. Ensure that TAships coincide with offers of graduate admission support packages.
• Manage student support allocation(s) from internal and external sources. Calculate funding available for each program in the department, review past acceptance rates, and project number of offers to be made within annual target. Recommend the percent of funds to be allocated for continuing students, dissertation-year awards, tuition fellowships for continuing international students, and establish wait-list process. Coordinate offer procedure with Graduate Admissions Chair, track offers made and accepted, and manage the wait list to maximize use of funds available.

5% - Web Support

• Design and maintain department web pages using appropriate web content management system and within campus and divisional guidelines for web presence.
• Manage and approve content for the department's web presence. Collaborate with departmental staff and faculty in developing content. Collaborate with campus units on design, display, and content management. Designate individuals in the office to whom access is to be given for content management and provide training as needed. Review and approve content for final posting.
• Troubleshoot issues such as with display of data sources. Work to improve processes through use of the web. Keep abreast of technology and software.

5% - General Administration

• Under the direction of the Department Manager, coordinate facilities, space, and equipment needs for staff, faculty and graduate students. Provide advice on alternatives to meet their needs, identify campus resources, and facilitate communication among departmental faculty, personnel, divisional facilities staff, and campus units. Serve as first point of contact for information requests from campus units. Manage organization of keys for computer lock-down, file cabinet and graduate desk security. Coordinate special requests regarding multiple moves of Department offices, computer lab and classrooms. Handle all issues related to phone, lights, internet connections, equipment, furniture, computer back-up etc.
• Provide advice, referrals, and general support to faculty. Identify appropriate resources for administrative and academic assistance. Act on behalf of Department Manager in her absence.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area / or equivalent experience and / or training.
• Experience working within University setting.
• Working knowledge of advising techniques.
• Knowledge of google suites, with the ability and willingness to learn and use new computer programs/applications.
• Solid written communication skills.
• Solid verbal communication skills sufficient to convey and disseminate information clearly, concisely, effectively and accurately.
• Solid Customer Service skills.
• Interpersonal skills with the ability to interact effectively and professionally with a diverse population in one-on-one and group settings.
• Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
• Professional demeanor and discretion in dealing with sensitive or confidential matters.
• Solid problem solving skills with the ability to identify issues and provide solutions.
• Solid analytical skills
• Solid decision-making skills.
• Solid organizational skills with the ability to respond promptly to changing priorities and to work independently on multiple projects and deadlines with frequent interruptions. Ability to take initiative and remain flexible.
• 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.
• Ability to understand, develop and present budgetary and financial information and to work within an allocation.
• Ability to work as an effective team member.
• Ability to create web pages, develop web sites and troubleshoot associated issues.

PREFERRED QUALIFICATIONS

• Ability to work in a Macintosh environment.
• Knowledge of University of California policies and procedures.
• Experience with UCSC computing applications or equivalent (AIS, InfoView, CARS, SLATE).
• Ability to understand and modify HTML code.
• Knowledge of university departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.

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.
• The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• 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 Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• 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.

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.