Graduate Student Advisor & Program Coordinator

Location: Santa Cruz
Job ID: 46145

JOB POSTING

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NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

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 IRD for this job is: 01-03-2023

 

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 Literature Department presently has 24.5 full-time faculty, a dozen non-senate faculty, and five administrative staff. The department offers both undergraduate and graduate degrees with approximately 300 declared undergraduate majors, and 60 graduate students. 

Overall, the department annually enrolls the equivalent of 4,000+ undergraduate students and 60+ graduate students in its courses. The department appoints 90+ Teaching Assistants annually. The Department is administered by a Chair, to whom three Chair-appointed faculty administrative Directors report:  the Directors of Academic Personnel, the Graduate Program, and the Undergraduate Program.   

Literature is a very large and highly complex Department with an organizational and curricular structure unique not only to UCSC but to most colleges and universities.  The Literature Department encompasses multiple literary traditions and offers programs that are normally both housed in and administered through a number of individual and separate departments at other university and college campuses.  Multiple undergraduate and graduate degree major and minor concentrations are offered, both in the original language and in English translation. 

More information can be found here: https://literature.ucsc.edu/

 

JOB SUMMARY

Under the general direction of the Department Manager and in support of the Department Chair and Graduate Director, the incumbent manages the Literature Department's graduate program, serving as its primary advisor, resource person, and liaison to faculty, graduate students, prospective students, and the campus community. The primary functional areas of this position include: (1) student advising; (2) program planning, coordination, and administration; (3) financial management & student employment; (4) recruitment and admissions; and (5) web support.

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $60,000 - $70,900 / Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: STDT SVC ADVISOR 3 (004575)

Travel:  Never or Rarely

 

JOB DUTIES

30% - Graduate Student Counseling and Advising

• Apply professional student services and advising concepts to provide the full range of student services to the Literature graduate student population, which consists of domestic and international students.
• Advise 65 Ph.D. and M.A. graduate students and prospective students regarding application process, degree requirements, course selection, 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 university and department policy. Develop and edit advising materials.
• Manage accelerated advance-to-candidacy program for foreign Ph.D. students. Advise international students about the impact of enrollment or academic actions on their visa status.
• Coordinate QE process including administration and evaluation of the exam. Coordinate readmission reviews. Verify completion of degree requirements. Prepare student files for graduation.
• Meet with students to evaluate progress and problems relating to or affecting their academic performance, including sensitive and confidential student welfare issues. In conjunction with the Graduate Program Director, determine status of each student's academic progress. Prepare annual student progress report for the Graduate Division.
• Seek to understand and facilitate productive discussions to resolve student conflicts, challenges, and needs.

30% - Program Planning, Coordination, and Administration

• Independently manage all matters related to the graduate program. Manage activities and develop/implement procedures to facilitate the smooth operation of the graduate program.
• Provide advice and support to the Director and Graduate Program Committee (GPC). 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.
• Research policy and precedents to develop appropriate courses of action and make recommendations to the Graduate Director or faculty advisors on the need at hand and recommend policy or procedural changes.
• Establish and monitor timetables for projects and activities. Compose correspondence under own initiative and signature, and/or for the Director. Represent the program in the absence of the Director. Coordinate meetings of the GPC, identify agenda topics, and attend to advise and take notes. Implement and administer actions and policy changes made by the GPC. Maintain a history of actions and changes. Compile statistical information; develop reports, provide analysis.
• Develop and oversee maintenance of databases and records to track all aspects of admission, student support, TA assignments, academic progress, space assignments, dissertation titles, degrees awarded, first professional placement information, etc. Access campus databases and reports to conduct research in support of program planning.
• Design and coordinate workshops and activities to support the professional development and academic progress of Literature graduate students.
• Coordinate and administer the department's Graduate Summer Language Program.
• Coordinate administrative assistance provided by others in the office for the graduate program such as answering program inquiries, providing student enrollment information and stickers, event/meeting logistics, records management, data entry, and calls for fellowship applications.
• Serve as liaison and resource to campus offices including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and other academic departments.

15% - Graduate Student Admissions, Recruitment, and Outreach

• 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.
• Manage the annual graduate student recruitment and admissions process. 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 by other staff. Design and produce on-line recruitment publications.
• Develop agendas and organize meetings of the admissions committee. Recommend distribution of block allocation funds by advising the Graduate Director on financial offer strategies aligned with admissions committee priorities and continuing student need.
• Attend, coordinate, and host admissions and outreach events. Develop and coordinate new student orientation. Oversee logistical support and preparation of materials for all graduate-focused events.

15% - Financial Management and Student Employment

• 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.
• Advise the Graduate Program Committee (GPC) of students who meet the criteria for award programs. Determine student eligibility for scholarships. Prepare fellowship proposal materials.
• 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.
• Identify students eligible to be considered for the Bay Fellowship (endowed award). Collaborate with the director on review and selection.
• 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.
• 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.
• Collaborate with other academic units that hire Literature graduate students as primary instructors to ensure proper tracking of teaching limits, confirmation of satisfactory academic progress, and timely balancing of Literature curricular needs for instructional support.

5% - Web Support

• Design and maintain department web site 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% - Special Projects

• Complete special projects as requested.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or combination of equivalent experience / training.
• Experience within a university or equivalent organization.
• Experience advising and counseling in an academic setting.
• Excellent verbal, and interpersonal communication skills; the ability to disseminate information in a clear, accurate, and effective manner.
• Excellent written communication skills.
• Demonstrated analytical skills commensurate with requirements of the job.
• Ability to respond promptly to changing priorities and to work independently on multiple projects and deadlines with frequent interruptions.
• Demonstrated 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.
• Professional demeanor and discretion in dealing with sensitive or confidential matters.
• Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
• Demonstrated experience creating a variety of written materials such as reports, policy documentation, and formal minutes.
• Demonstrated ability to understand, develop and present budgetary and financial information, and to work within an allocation.

 

PREFERRED QUALIFICATIONS

• Ability to create web pages, develop web sites, and troubleshoot associated issues.
• Knowledge of University of California policies and procedures.
• Experience with UCSC computing applications or equivalent (AIS, COGNOS, Infoview, Slate).

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill 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.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• 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.

 

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.

 

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.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=46145&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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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