Astronomy Graduate Advisor

Location: Santa Cruz
Job ID: 50363

JOB POSTING

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: 04-03-2023



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

UC Santa Cruz is one of the world's leading centers for both observational and theoretical research in astronomy and astrophysics. The Astronomy Department includes 18 faculty members, whose research interests range from our solar system and the Milky Way to the most distant galaxies in the Universe and the most fundamental questions of cosmology. Senior faculty members in the department have received the highest honors in their field and nine of UC Santa Cruz's 18 faculty elected to the National Academy of Science have been affiliated with the Department of Astronomy and Astrophysics. In addition, we typically have 21 postdoctoral researchers in residence, a steady stream of visiting scientists, and a dedicated and skilled technical staff. UCSC is also a leader in astrophysics education, and we attract some the best graduate students in the country, enrolling approximately 55 students working towards the Ph.D. degree. Our students continually receive high-profile awards from the National Science Foundation, the Kavli Foundation, and the Hubble Postdoctoral Fellowship program.

JOB SUMMARY

Under general supervision of the Astronomy Department Manager, the incumbent provides Graduate Advising and administrative support for the Astronomy Department. Principal functional areas include: graduate admissions process, TA allocations, fellowship administration and coordination, astronomy graduate student advising and program support, seminar and colloquia coordination, and general office coordination. The incumbent works on moderately complex issues, and receives assistance on more complex issues.

APPOINTMENT INFORMATION

Budgeted Salary: $26.87 - $30.84/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

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: 004574 (STDT SVC ADVISOR 2)

Travel: Never or Rarely

JOB DUTIES

70% - Graduate Program Support

• Student Services and Academic Advising
  • Provides advice, counsel and assistance to students on departmental and university academic regulations, Ph.D. requirements and guidelines.
  • Monitors students' progress to degree. Provides timely reminders and communications of upcoming milestones to current graduate students.
  • Provides information to students and faculty regarding organization policies and procedures on student conduct.
  • Identifies and makes referrals for resolutions to a wide variety of intricate and complex student issues. Identifies students with progression problems and recommends interventions. Provides guidance and advice to students having unusually difficult academic problems. Advises students in emergency situations and refers to other University agencies as appropriate.
  • Coordinates with International Student Services on all visa policies and procedures.
  • Conducts orientation and onboarding of new students.
  • Participates in campus discussions and planning relative to advising.
  • Complete special projects as assigned.
• Recruitment and Admissions
  • Advises prospective applicants on necessary academic preparation and application requirements.
  • Assists in the preparation and distribution of any recruitment materials including updating and maintaining webpages.
  • Assists with coordination of the department graduate student admission processes.
  • Transmits recommendations of admission of new students including financial offer packages to the Graduate Division.
  • Initiates, arranges, and provides administrative support for student recruitment visits.
• Graduate Student Financial Support
  • Manages the processing of quarterly student support to include fellowships, awards, GSR and TA appointments.
  • Provides advice, counsel and assistance to students and faculty on various fellowship details and parameters.
  • Ensures graduate student support follows defined department policies and practices.
  • Manages resolution of extremely sensitive, specialized, and / or complex financial aid issues.
  • Administers department block fund allocation.
  • Identifies graduate student financial needs and, following best practices, makes innovative suggestions to improve department practice.
  • Reports potential issues quarterly to the manager and department chair as needed.
• Student Records
  • Accurately documents student program milestones and financial support.
  • Determines completion of requirements, documents and certifies them.
  • Accurate and timely submission of required forms. Timely review and appropriate handling of all graduate student forms.
  • Ensures FERPA and document confidentiality.
  • Coordinates the annual review process of all graduate students.
  • Adheres to best practices in managing student documents, records, and information, adapting as needed.
  • Develops innovative techniques to effectively organize and review student information.

20% - Administrative Department Support

• Provides administrative support to ensure efficient operation of the department. Supports department manager through a variety of tasks related to organization and communication.
• Coordinates colloquia series, visitor travel, processes reimbursements and other financial documentation as needed.
• Provides backup to the department manager in their absence or during peak periods of the academic year.
• Assists with the resolution of problems or enhancement of administrative processes, recommending solutions and implementing changes as needed.
• Other general duties as assigned by department manager or department chair.

10% - Academic Personnel Support

• As needed, serves as a resource to faculty, interpreting policies and procedures associated with research appointments and reappointments.
• Drafts appointment letters and compiles dossiers, as needed.
• Assists with personnel files as assigned.

REQUIRED QUALIFICATIONS

• 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.
• 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 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 exercise initiative, good judgment and discretion in handling confidential materials and matters.

PREFERRED QUALIFICATIONS

• Experience working in a university or academic setting.
• Experience with student advising at the graduate or undergraduate level.

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.
• Ability to safely perform the physical requirements necessary in storing and moving materials. The ability to lift light to moderate objects up to 40 lbs., with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs, and be able to fulfill requirements of the UCSC telecommuting agreement.
• 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=50363&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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