Academic Advisor

Payroll Title: Student Academic Advisor 3

Job Code: 004545

Job Open Date: 10/2/24

Application Review Begins: 10/17/24; open until filled

Department Code (Name): GRAD (DEAN OF THE GRADUATE DIVISION)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate / Range: The budgeted salary range that the University reasonably expects to pay for this position is $58,600 to $67,000/yr. 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 salary range for this position is $58,600 to $100,800/yr.

Work Location: Cheadle Hall - 3117

Working Days and Hours: Monday-Friday; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Graduate Division promotes excellence in graduate education and ensures our graduate students are successful and prepared for careers across the professional spectrum. Stellar graduate students attract world-class faculty, serve as mentors and teachers for undergraduates, conduct cutting-edge research, and go on to leadership positions in California, the United States, and the world.

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

Brief Summary of Job Duties:

The Academic Advisor works independently, counseling and advising students, faculty, and staff concerning University-wide, campus-wide, and departmental graduate academic policies and procedures. Works with approximately 50 graduate academic departments and over 85 degrees, certificates, and emphases. Advises graduate students, individually or in groups, about academic standards, degree requirements, progress to degree and degree completion, and requests for exceptions to policy. Coordinates with graduate academic programs to ensure that departmental requirements reflect UC or UCSB graduate requirements; works with departments and students to maximize graduate enrollment each quarter; and shares responsibility for the entry of degree milestones into Graduate Division and Registrar's Office systems. Supervises students in the filing of electronic theses and dissertations. Works with the Director of Academic Services and academic departments and programs to foster graduate student retention and degree completion. Works as a collaborative member of the Academic Services team. Cross-trains with staff in the Academic Services Unit section to provide back-up support for all duties and tasks assigned to the unit. Works with staff from other Division units to facilitate the timely and accurate dissemination of information for enrollment, employment, and commencement to other offices on campus. Updates procedures in the section desk manual and assists in training of work-study.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of experience working with a high level of detail and high degree of accuracy in application of policy, procedures, review of documents and data entry into multiple systems.
• 1-3 years of experience with word processing (Microsoft Word), spreadsheets (Excel), online systems, and databases (Microsoft Access).
• 1-3 years of academic advising experience.
• Ability to interpret, apply, and disseminate a wide scope of policy and procedure regulations approved by the Office of the President, Academic Senate/Graduate Council and Graduate Division.
• Ability to assimilate, analyze, and communicate complex information from multiple sources.
• Requires strong interpersonal skills for effective interaction with graduate students, faculty, staff, and other campus offices.
• Ability to work under pressure and prioritize tasks to meet hard campus deadlines.
• Demonstrated strong oral and written communication skills.
• Ability to work independently and within a close team.

Preferred Qualifications:

• Requires skill in defining a problem or goal, identifying the key issues relevant to it, and finding or recommending the appropriate solution.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

Student Advising - 50%

Directly advises graduate students about academic standards and deficiencies, degree and interdisciplinary requirements, progress to degree and degree completion, enrollment procedures and regulations, student petitions, and requests for exceptions to policy in order to help them meet their academic and personal goals. Communicates clearly and effectively campus graduate degree, credential, and interdisciplinary emphasis program requirements to students. Assists graduate students in clarifying procedures for the completion of master's theses and doctoral dissertations. Increases student awareness of educational and supportive resources available to them across campus. Helps students to articulate and work toward academic and personal development. Works with students and their departments to seek continuous and maximum enrollment each quarter.

Adapts and applies student development and cross-cultural advising/counseling models to aid students with adjusting to the university; interacting with peers, staff, and faculty; managing academic issues; and identifying sources of academic support.

Consults with students with urgent issues or problems, including students in personal and/or emotional distress, and exercises judgment in referring to appropriate campus resources. Works with faculty and staff to resolve routine student problems; refers problematic cases to Assistant Director or Director. Interprets University requirements to assist departments with student advising. Communicates with academic departments concerning graduate academic policy and procedures and changes made by the Graduate Council or Graduate Dean. Provides training to staff graduate advisors in academic departments to ensure they are knowledgeable about graduate academic policy and procedures. Trains and coordinates with other Graduate Division staff to ensure consistent interpretation and application of academic policy and procedures.

Graduate Education Policy & Records - 45%

Responsible for the expert knowledge, interpretation, and communication of University academic policies and procedures governing graduate students (e.g., application of academic standards and probation regulations, doctoral advancement, and the awarding of degrees). Resolves problems and makes informed recommendations affecting completion of degree requirements.

Contributes to design, implementation, and evaluation of revisions in graduate education policy or procedure. In collaboration with the Director and Graduate Division Deans, identifies and evaluates policy issues, formulates effective strategies, and helps implement them.

Independently analyzes and renders decisions on routine student petitions and requests, and when necessary makes recommendations to the Deans on requests for exceptions to college and university policies.

Shares responsibility for the graduate degree award process for over 70 degrees, credential and interdisciplinary emphasis programs, verification of degree milestones, and compilation of quarterly degree lists. Conducts degree audits to verify that students have completed the required level of coursework, language, and quarters of residency required by Graduate Council and individual departments. Ensures that master's and doctoral committee nominations, doctoral advancement to candidacy and defense forms comply with Graduate Council policy. Ensures accurate online entry of degree milestones and degree completion in Graduate Division and Office of the Registrar databases.

Maintains Graduate Division records regarding current requirements for all campus graduate degree, credential and interdisciplinary emphasis programs, ensuring that they comply with University requirements. Monitors departmental and interdisciplinary program actions and publications to ensure compliance with University policy and procedures. Maintains integrity of hardcopy and database historical records of student academic performance and degree completion.

Serves as a Graduate Division liaison to various offices which serve graduate students (e.g. Office of the Registrar, Billing and Accounts Receivable, Office of International Students, etc.).

On a monthly basis, reconciles the office Accounting ledgers to the student payments of petitions, advancement to candidacy, and filing fee, which are reflected on Direct Deposit and Recording Advices.

Other Duties - 5%

Shares in the training and supervision of student workers for the section. Revises, updates, and generates departmental forms, FAQ sheets and form letters as needed. Helps manage the Commencement Registration system. Helps coordinate day-of activities for Commencement. May be required to perform special projects and other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. 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, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 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.

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