Delay Notice: Due to the current health crisis, candidate selection or hiring steps may be delayed.
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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 Initial Review Date (IRD) for this job is: 05-31-2021
Dept Marketing Statement
The Ocean Sciences Department has an international reputation in research, graduate and postdoctoral education. UCSC's location on the Monterey Bay National Marine Sanctuary and the impressive growth of marine and ocean science initiatives at UCSC and surrounding institutions make this an outstanding setting for our department.
Applies professional student services concepts. Provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.
Under the general supervision of the Ocean Sciences Department Manager, the incumbent provides Graduate Advising and administrative support for the Ocean Science Department. Principal functional areas include; Graduate admissions process, TA allocations, fellowship administration and coordination, seminar and colloquia coordination, ocean sciences 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.
Pay, Benefits, & Work Schedule
Salary Information: $22.27/hour. Salary commensurate with qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Percentage of Time: 100%
Average Hours Per Week: 40
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: None
Job Code Classification: 004574 (STDT SVC ADVISOR 2)
50% - Graduate Program Support
- Advise new and continuing graduate students regarding department and campus information, policies, and procedures on all areas that impact a student's progress towards degree, including curriculum, financial aid and other campus resources. Provide advice to solve problems and resolve conflicts on academic and general issues, making referrals to other resources as appropriate.
- Manage all activities and develop/implement procedures to facilitate the day-to-day operation of the graduate programs to ensure fulfillment of requirements and long-range plans established by the Graduate Division, Graduate Council, Department Manager, Department Chair, and Graduate directors.
- Advise prospective graduate students and disseminate information regarding qualifications for graduate admissions, program requirements, and all aspects of graduate life at UC Santa Cruz and the Department of Ocean Sciences and using all media available.
- Coordinate with International Student Services on all visa policies and procedures; implement accelerated advance-to-candidacy program for foreign PhD students.
- Monitor academic progress of students and identify potential problems for faculty consideration. Track financial support of graduate students. Report potential issues quarterly to the manager and department chair as needed.
- Maintain the graduate records of students' progress, utilizing AIS extensively. Track and report graduate program quality indicators, and maintain database of all students and alumni data for external reviews, potential newsletter updates and fund-raising opportunities.
- Oversee the administration, evaluation, and awarding of student fellowships, grants, scholarships, and other awards; advises students on financial aid options of the organizationand extra-mural fellowship opportunities.
- Independently interpret and advise on policies and procedures of the Graduate Division, ASE contract, and campus, to the Department Chair, Graduate Committee Recruitment Committee and graduate students.
- Work with faculty and Department Manager to analyze and recommend revisions to the academic program and curriculum and to department policies and practices.
- Under the general direction of the Department Manager, provide support to the TA program and GSIs. Determine eligibility and need for GSI, Teaching or Course Assistantships (TA or CA), prepare offer letters. Conduct all Academic Student Employment activities within the guidelines of the union contract and keep faculty apprised of all relevant policies.
- Assist in the production, distribution and collection of course and teaching evaluations as needed and maintain archived summaries of TA evaluations for future reference.
- Coordinate Admissions and Recruitment activites. Initiate and plan all aspects of prospective graduate student visit.
- Implement the recruitment and admission process, ensure that policy is followed, analyze and make recommendations for improvement in recruitment.
- Develop, design and revise outreach materials (brochures, posters, flyers, web pages). Monitor and update departmental listings in graduate school referral publications and web sites.
- Other general duties as assigned by Department Manager.
40% - Administrative Support
- Provide general administrative support to Department Manager and Department Chair.
- Serve as a resource person, answer questions on policies/procedures, and participate in problem solving.
- Assist in special events, such as open house, welcome functions, research socials.
- Arrange travel and lodging for seminar and guest speakers.
- Maintain seminar web pages, calendar and distribution lists.
- Maintain departmental databases, files, general directories, and student and alumni records.
- Oversee weekly seminar coordination with faculty host and Department Manager. Processing seminar reimbursements & recharges and track expenses for all costs.
- Provide curriculum and Instructional support as assigned.
- Provide backup to the Department Manager in her/his absence or during peak periods of the academic year.
- Maintain facilities, space, supplies and equipment under the guidance of the Department Manager and Department Chair, including ordering and maintaining records.
- Work on special projects as directed by the Department Manager, Graduate Director, Department Chair, and other campus units.
- Ensure integrity and quality control, including computer security, and student data confidentiality.
- Supervise and train student workers to assist with projects and activities in support of graduate program, while maintaining confidentiality. Maintain procedure manual for major functional areas of the job.
- Other general duties as assigned by Department Manager or department Chair.
10% - Academic Personnel Support
- Utilizing DivData, to assist in the non-senate personnel actions.
- Serve as resource person to faculty, including interpreting policies and procedures associated with research appointments and reappointments.
- Maintain campus recruitment system (UC Recruit) for faculty recruitments and manage records as needed.
- Assist with other personnel files as assigned.
- Bachelor's degree in related area and / or equivalent experience / training.
- Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to create, format and accurately maintain databases, correspondence, forms and collateral materials with speed and accuracy, including the willingness to learn and use new computer programs and applications.
- Strong writing skills, including the ability to research and analyze information sufficient to produce clear, concise documents using correct spelling and grammar, paying close attention to detail and proofreading skills.
- Organizational skills sufficient to prioritize, anticipate needs of faculty, staff and students, sequence and complete assignments both independently and as a member of a team, under pressure of competing deadlines and with frequent interruptions, working from own initiative and/or following, direction, policies or procedures. Ability to respond promptly to changing priorities and to independently coordinate and complete a number of projects with competing deadlines and frequest interruptions.
- Strong interpersonal communication skills with the ability to act as a resource, to give clear, concise information, provide customer service in a courteous manner, and work effectively with diverse groups of people and teams at various levels within an organization.
- Ability to understand and assimilate from oral or written sources a broad knowledge of campus and government agency policies and procedures and apply them with consistency to individual situations.
- Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
- Demonstrated analytical skills commensurate with requirements of the job including ability to perform basic math skills; knowledge of accurate record-keeping techniques.
- Ability to work independently, exercise initiative, good judgment and discretion in handling confidential materials and matters.
- Master's Degree.
- Experience working in a university or academic setting.
- Experience with student advising at the graduate or undergraduate level.
- Experience with UCSC computing applications or their equivalent; experience working on Mac platform.
- Selected candidate will be required to pass a pre-employment criminal history background check.
- 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.
All UCSC employees must know 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.
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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