Graduate Program Coordinator (STDT SVC ADVISOR 3 SV)

Under general supervision, independently manage, develop and coordinate the complex Mechanical and Aerospace Graduate Program (GMAE) including financial management, recruitment and retention efforts, and programmatic support and development for a large academic unit. Responsible for providing comprehensive and advanced academic advising to students, staff, and faculty; communicating and developing policies and procedures that ensure compliance with Grad Studies rules, regulations and deadlines; developing and managing the budget including block grant/fellowships, travel awards, federal work-study funds, and TA allocations; monitoring student progress from matriculation through degree conferral. As part of the MAE student services management team, assist in a team- based approach to student services and provide expertise and assistance in graduate services and other programmatic areas.

Apply By Date

August 5, 2026 at 11:59pm

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's degree; or an equivalent combination of education and/or experience.
• Experience at the University level working with graduate students in a degree-oriented program, applying professional concepts in assessing degree progress and requirements, and the understanding and knowledge of academic needs and concerns of students in a higher educational setting.
• Experience with counseling and guidance techniques to advise students and to help them resolve academic, social and emotional problems and to make sensitive referrals.
• Analytical & Evaluation Skills: Ability to analyze, interpret, and apply complex academic policies, procedures, and reference materials; experience evaluating a wide variety of domestic and international academic credentials.
• Program Leadership & Collaboration: Leadership and advocacy skills to guide, support, and collaborate with faculty and staff to advance graduate programs toward their strategic missions.
• Written Communication: Strong writing and editing skills to draft clear, professional correspondence, reports, program reviews, and informational materials for diverse audiences (including applicants, faculty, students, and external agencies).
• Financial & Budgetary Management: Knowledge and skills to monitor and manage program budgets, track student funding allocations, and assemble statistical reports to support financial decision-making.
• Organization & Autonomy: Strong organizational and time-management skills to independently prioritize heavy workloads, meet strict deadlines, and coordinate the administration of multiple graduate programs.

Preferred Qualifications

• Master's degree in biological or physical sciences, social sciences, counseling, higher education leadership, or related field.
• Policy Compliance & Assessment: Skills to develop or adapt internal procedures to ensure strict compliance with university policies; ability to analyze academic transcripts and accurately calculate student grade point averages (GPAs).
• Inclusive Program Advocacy: Knowledge of campus policies and objectives concerning diverse graduate student populations, including international, non-traditional, and underrepresented constituencies.
• Interpersonal & Communication Excellence: Advanced interpersonal and active listening skills; ability to deliver sensitive information with high emotional intelligence, choose appropriate communication channels, and build rapport across diverse groups.

Key Responsibilities

• 30% - Advising & Counseling
• 25% - Admissions & Academic Services
• 20% - Program Developement & Administration
• 10% - Leadership in Policy Developmnet
• 10% - Financial Management
• 5% - Outreach & Event Planning

Department Overview

This is a critical position with independent management responsibility for graduate support services. Work is performed autonomously under the general direction of the CAO and GMAE faculty leadership. The Department of Mechanical and Aerospace is a large complex unit, one of seven academic departments in the College of Engineering (CoE). The Department has 30 faculty, over 800 undergraduates and over 170 graduate students in MS (MSI or MSII) or PhD.

POSITION INFORMATION

• Salary or Pay Range: $58,800.00/yr. - $104,370.00/yr.
• Salary Frequency: Annual
• Salary Grade: 142
• UC Job Title: STDT SVC ADVISOR 3 SV
• UC Job Code: 005156
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): Mon-Fri (8am - 5pm)
• Location: Davis, CA
• Union Representation: SV - Student Service Advising Professionals
• Benefits Eligible: Yes
• This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Lifting/Carrying 26-50 lbs - Never 0 Hours
• Lifting/Carrying over 50 lbs - Never 0 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Never 0 Hours
• Pushing/Pulling over 50 lbs - Never 0 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Climbing (e.g., stairs or ladders) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours
• Loud noise levels - Never 0 Hours
• Marked changes in humidity or temperature - Never 0 Hours
• Microwave/Radiation - Never 0 Hours
• Operating motor vehicles and/or equipment - Never 0 Hours
• Extreme Temperatures - Never 0 Hours
• Uneven Surfaces or Elevations - Never 0 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.
• Work occasional evenings and weekends. Limited or restricted vacation during peak advising and admissions periods and other critical programmatic deadlines.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

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

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks

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