Graduate Advisor

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. 

• How to Apply
• Troubleshooting
• Tips for Applicants
• FAQ’s

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: 04-25-2024

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

The UCSC Education Department currently has 13 core faculty members and manages four academic programs: The Major and Minor in Education programs; The Masters in Education and California Teacher Credential programs; and the PhD in Education program. The Masters/Credential program is unique in that they are the only program on the UCSC campus that operates on a year-round, four-quarter system. Such distinction requires a higher level of administration and leadership than other academic departments on campus. The Education Department currently has 25 students in the PhD program. The students who enter the PhD program in Education are often non-traditional students.

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

JOB SUMMARY

Under the general supervision of the Department Manager, the incumbent provides Graduate Advising and administrative support for the Education Department. Principal functional areas include; Graduate admissions process, TA allocations, fellowship administration and coordination, graduate student advising and program support, faculty and course support, web management, travel and entertainment reimbursement, and oversight of supplies and general equipment and general office coordination.

APPOINTMENT INFORMATION

Budgeted Salary: $66,900 - $77,100 / Annually. 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: 004575 (STDT SVC ADVISOR 3)

Travel: Never or Rarely

JOB DUTIES

25% - Graduate Advising and Career Services

• Advises new and continuing graduate students regarding department and campus information, policies, and procedures on all areas that impact a student's progress toward degree.
• Provides advice to solve problems and resolve conflicts on academic and general issues, making referrals to other resources as appropriate.
• Advises Ph.D. graduate students and prospective students regarding application process, degree requirements, course selection, leaves and readmission, transfer credits, normative time, qualifying exam procedures, candidacy, financial support, residency status, employment, student conduct, and personal challenges creating obstacles to their academic progress.
• Performs all administrative functions for the graduate program (event/meeting logistics, records management, data entry, annual review, and calls for fellowship applications).
• Responsible for interpreting organization policies and advising students and faculty on student conduct, grievances, disputes, and issues regarding discrimination.
• Develops and coordinates new student orientation. Oversees logistical support. Identifies topics that need to be covered. Arranges for rooms, equipment, information/resource packets, campus speakers, catering, etc.
• Develops and maintains resource sites and materials for easy reference for the graduate students including the program’s web presence. Collaborates with departmental staff and faculty in developing content.
• Refers students to other campus units and services as appropriate (such as the Graduate Division, Disability Resource Center, EOP, Counseling and Psychological Services, Slug
• Support, Registrar, and other academic departments).
• Coordinates visiting scholar appointments and preparation of visa requests for international scholars.
• Participates in the maintenance and monitoring of graduate computer and copy equipment, grad lab space and entry codes. Refers graduate students to technical support as needed.
• Participates in Graduate Advisors Group and Social Sciences Grad Advisors Meetings.
• Career Services: Advises students, both graduate and undergraduate, on the non-academic job market process and the standards and norms specific to the student's field of study.

20% - Graduate Admissions and Recruitment

• Advises prospective graduate students and disseminates information regarding qualifications for graduate admissions, program requirements, and all aspects of graduate life at UC Santa Cruz and the Education Department.
• Coordinates Admissions and Recruitment activities with Doctoral Program Committee and Department Manager. Initiates, organizes, presents, attends, and plans prospective graduate student visit.
• Implements the recruitment and admission process, including working with the Graduate Division and the admissions database (SLATE).
• Develops and maintains resources and informational sessions for incoming and prospective graduate students.
• Communicates and coordinates the admissions process between the graduate division, the department sponsors, the admissions committee, department manager and prospective and current graduate students.
• Assists the Doctoral Program Committee in identifying additional pathways for recruitment.

15% - Financial Aid and Academic Human Resources

• Under the general direction of the Department Manager and Doctoral Program Committee provides support to the TA program. Determines eligibility and need for GSI, Teaching or Course Assistantships (TA or CA), Readers. Sends out calls, prepares and submits applications and offer letters.
• Runs the TA Batch. Working with the department Academic Coordinator, assists in the production, distribution and collection of course and teaching evaluations as needed and maintains archived summaries of TA evaluations.
• Oversees the administration, reporting, evaluation, and awarding of student fellowships, GSR, TAships, grants, scholarships, and other awards; advises students on financial aid options. Work closely with Honors & Awards Committee regarding Department awards.

15% - Program Coordination and Support

• Serves as member of Doctoral Program Committee.
• Participates in department diversity initiatives.
• Develops, designs, and revises outreach materials (such as: brochures, newsletters, posters, flyers, web pages).
• Serves as a resource person, answers questions on policies/procedures, and participates in problem solving.
• Coordinates, assists, and implements complex events, such as open houses, alumni events, welcome functions, research socials, research talks.
• Serves as a resource for the Doctoral Student Committee.
• Works closely with work study student.
• Maintains department handbooks.
• Coordinates annual review of graduate program statements in catalog.
• Advises faculty on departmental / school / college and university policies and procedures; reviews students' progress and advises students and faculty on requirements for degree / program completion; identifies students with progression problems and recommends interventions; devises curriculum planning in collaboration with chair / dean and faculty, and with other departments.
• Provides advice and support to the Graduate Director and graduate committees. Researches, interprets, and applies policies for faculty and students. Advises on decisions under consideration to ensure that actions are in compliance with university policies and regulations. Establishes and monitors timetables for projects and activities. Composes correspondence under own initiative and signature, and/or for the Director. Represents the program in the absence of the Director. Initiates graduate committee meetings, identifies agenda topics, and attends to advise and take notes.
• Implements and administers actions and policy changes made by the graduate committee. Maintains a history of actions and changes. Compiles statistical information; develops reports, provides analysis.
• Serves as liaison and resource to campus offices including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and other academic departments.
• Develops and oversees maintenance of databases and records to track all aspects of admission, student support, TA assignments, academic progress, space assignments, dissertation titles, degrees awarded, professional placement information, etc. Maintains student and alumni email lists. Accesses campus databases and reports to conduct research in support of program planning.

15% - Curriculum Management, Facilities, and Budget Support

• Utilizes Coursedog to assist in curriculum management.
• Communicates with Classroom Scheduling personnel and maintains Coursedog
• Assists with other curriculum projects as assigned.
• Assists Department Manager in maintaining facilities, room assignments, and room scheduling.
• Acts as resource person to Department Manager and Department Chair on current accounting departmental regulations and procedures. Acts as liaison for division/accounting and
• Education faculty, students and staff. Manages internal ledgers with the Department Manager.
• Reconciles internal accounts to InfoView Reports. Prepares detailed analysis of activity, monitor adherence to budget. Completes fiscal closing entries and balances in conjunction with the Department Manager.

10% - Special Projects

• Works on special projects as directed by the Department Manager, Department Chair, and other campus units.
• Acts as back up to Department Manager for AHR, curriculum, budget support and resource management when the department manager is absent.
• Assists Department Manager with work-study students, using HANDSHAKE/HIRES.
• Acts as back up in the absence of the Undergraduate or Academic Coordinator.
• Utilizing DivData and/or UC Recruit assists in recruitments and personnel actions.
   

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Ability to multi-task.
• Interpersonal skills.
• Strong verbal communication skills.
• Strong written communication skills.
• Ability to work as an effective member of a team.
• Knowledge of advising and counseling techniques.
• Ability to identify measures of system performance and the actions needed to improve performance.
• Willingness to learn new skills and navigate new spaces.
• Great relationship building.
• Ability to maintain privacy and confidentiality
• Great organizational skills and attention to detail. Ability to prioritize and meet deadlines.
• Ability to assist students and constituents of diverse backgrounds.
• Team focused and collaborative attitude; ability to participate in a positive and supportive manner.

PREFERRED QUALIFICATIONS

• Knowledge of University processes and procedures.
• Knowledge of University-specific computer application programs and pertinent databases.
• Experience working in a university or academic setting.
• Strong computer and spreadsheet skills, including Google Drive. Experience with data entry.
• Be able to provide presentations to faculty, staff, and students.

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 will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the 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 travel within a defined regional or service area.
• 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

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.  

For the University of California’s Affirmative Action Policy please visit:  https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination