Graduate Student Advisor
Location: Santa Cruz
Job ID: 35899
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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: 06-13-2022
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.
Originally founded in 1997, Baskin Engineering is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.
We champion new ideas and uphold the https://www.ucsc.edu/about/principles-community.html
The Baskin School of Engineering (BE) is a dynamic professional school environment with a strong focus on expanding graduate programs at the MS and PhD levels. Faculty and graduate students come to BE from all over the world, bringing a global perspective to emerging challenges in 21st Century engineering education, and creating a culturally and intellectually diverse community for collaborative interdisciplinary research and teaching.
The Office of Graduate Student Affairs in BE is responsible and accountable for the overall development, management, and coordination of all programmatic activities and support services related to graduate programs. This wide scope of responsibility requires extensive knowledge of pertinent policies and procedures pertaining to graduate education at UCSC generally and BE specifically, as well as the ability to interact and problem solve directly with faculty and graduate students in various BE programs. Each BE graduate program is unique, with separate requirements and distinct tracks of study, which requires the incumbents to move seamlessly between programs while ensuring consolidated and cooperative services for all graduate students.
BE faculty significantly rely on the Office of Graduate Student Affairs to independently manage support services, coordinate policy implementation and compliance, correctly interpret and apply policies and procedures, advise faculty on issues requiring direct faculty involvement, ensure graduate student welfare, manage resources, and guide the continued expansion of BE graduate programs in accordance with academic planning goals.
Under the general direction of the Computer Science and Engineering (CSE) Senior Graduate Student Advisor, the incumbent will serve as the primary advisor to current Master's degree programs in the Computer Science and Engineering Department. This position will be primarily located on the main campus, with one day per week serving students at the Silicon Valley Campus to advise students enrolled in our Natural Language Processing MS program.
Salary Information: Salary Range: $59,750 - $68,900/year. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
• 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: 004575 (STDT SVC ADVISOR 3)
Travel: Never or Rarely
35% - GRADUATE STUDENT COUNSELING & ADVISEMENT
• Serve as lead advisor for MS students in CSE, and provide backup assistance as needed in support of the two PhD advisors in CSE, as well as the BE Graduate Affairs Office. Independently advise students and resolve student-related issues on the full range of academic issues and other matters. Assess student needs, goals, problems, and personal adjustments relating to or affecting their academic performance, including sensitive and confidential student welfare issues - the resolution of which contributes to graduate student retention.
• Counsel and advise continuing and on-leave students regarding degree requirements and programs, course selection, professional goals, academic probation, corrective action and/or dismissal, leaves, sub-specialties within the degree programs and cooperative programs, transfer credits, and exceptions to requirements.
• Provide customized support and outreach with respect to students enrolled in any professional degree programs within the Computer Science and Engineering department at the Silicon Valley Campus.
• Monitor the academic progress of MS students throughout the year, and alert senior graduate advisor, graduate and/or program director of any potential concerns. Provide information and support to faculty during the annual graduate student review. Determine status of each student's academic progress and make recommendations to faculty, graduate and/or program director in determining a course of action for students who are not making expected progress towards the degree. Keep graduate and/or program director(s) apprised of student's progress or lack of progress. Refer academic probation and dismissals to the Graduate Dean for action.
• Resolve conflicts, facilitate discussions as needed, and provide mediation in matters involving graduate students. Interact compassionately and diplomatically with students. Use professional judgment to make referrals as appropriate to campus and community support services. Counsel students in matters related to student welfare issues (such as housing, health services, and transportation).
• Review, approve, or refer all student petitions and other actions as required.
• Serve as a liaison and resource to personnel in other offices including the dean's office, Registrar's, Graduate Division, International Programs, and academic departments to resolve problems, coordinate activities, and verify information.
25% - PROGRAM PLANNING & ADMINISTRATION
• The incumbent is responsible for all matters related to the existing Master's Degree programs within the Computer Science and Engineering (CSE) department, as well as any forthcoming MS degree programs that would be developed and implemented within that department. Advise faculty on a variety of student issues, working with the department leadership to recommend changes to policies, practices, and procedures. Research, interpret, clarify and apply University policies and requirements regarding graduate study for both faculty and students of BE. Analyze data carefully to implement or recommend effective courses of action, policy or procedural changes.
• Manage all activities and develop/implement procedures to facilitate the day-to-day operation of the MS program(s) to ensure fulfillment of requirements and long-range plans established by the Graduate Division, Graduate Council, department chairs, and graduate directors.
• In collaboration with the senior graduate advisor, department manager, chair, and graduate director, participate in the annual Curriculum and Leave Planning (CLP) processes. Provide ongoing oversight and support with respect to enrollment management.
• Provide administrative expertise and program information to the Director of Graduate Affairs, Associate Dean, and Graduate Directors. Provide advice and counsel in support of leadership decision-making to ensure compliance with Graduate Division and University regulations. Responsible for establishing effective and cooperative working relationships with Graduate Division personnel and other campus and off-campus agencies.
20% - GRADUATE STUDENT ADMISSION, RECRUITMENT & OUTREACH
• Responsible for managing the annual graduate student recruitment and admissions process for the CSE MS programs. Supports faculty efforts as needed to meet the organization's recruitment and admissions goals. Provide guidance to admissions committees in ranking applications and available fund sources for admission offers. Process and submit all decisions to the Graduate Division for formal offers of admission, financial aid, and fellowships. Provide individualized follow-up with admitted students to determine their needs and facilitate their acceptance of admission.
• Advise prospective applicants on necessary academic preparation; appropriateness of program as it pertains to prospective applicant's goals.
• In consultation with the Senior Graduate Advisor, Graduate Director and/or Admissions Chair, incumbent is responsible for planning, implementing, managing and evaluating complex, high-visibility student activities/events including graduate student visit day (i.e. open house) and new student orientation. Plan, design, and provide workshops for students, such as information about the organization, or academic programs.
15% - FINANCIAL MANAGEMENT
• Oversee internal operating budget for professional degree program(s). Maintain accounting and initiate reimbursements, project expenses and reconcile ledgers. Compile and provide financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean, Director of Academic Planning or Director of Finance.
• Oversee the administration of fellowships, return-to-aid, and other fund sources, and manage these funds as well as graduate travel, outreach and enrichment funds. Work with research administrators and the business office to ensure accuracy of data.
5% - GRADUATE STUDENT RECORDS & WEBSITE MAINTENANCE
• Maintain the internal graduate student database and shared server files, including such records as relates to financial support, academic progress, Teaching Assistants (TA), Graduate Student Researchers (GSR), Graduate Student Instructors (GSI) assignments, personal information, and alumni data. Gather data and generate regular, ongoing, quarterly, periodic, annual, or ad-hoc statistical reporting for reviews, internal and external surveys, enrollment figures and curriculum analysis, and for general analysis. Ensure integrity and quality control, including computer security, and student data confidentiality.
• Develop, oversee, update, and edit selected content for the BE graduate advising web pages.
• Bachelor's degree in related area and / or equivalent experience / training.
• Working knowledge of advising and counseling techniques.
• Demonstrated ability to understand, develop and present budgetary and financial information.
• Demonstrated ability to research, interpret, and apply policies, procedures and information.
• Demonstrated ability to conduct research and recommend or implement solutions on own initiative.
• Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
• Demonstrated ability to prioritize and organize work and resolve problems in a timely manner, meet deadlines, and work with frequent interruptions and distractions.
• Strong interpersonal and customer service skills.
• Ability to establish and maintain effective working relationships with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.
• Strong written communication skills.
• Ability to work as an effective member of a team.
• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Ability to manage, and accurately document use of, financial resources in compliance with University requirements.
SPECIAL CONDITIONS OF EMPLOYMENT
• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must have the ability to travel between campus locations.
• This position requires in-person or hybrid work on the main UCSC campus. The selected candidate who chooses to work a hybrid work format, must be able to work from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
• The University of California has implemented a https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19 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 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5.
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 https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html tutorial for detailed instructions on our applicant process.
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
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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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