Graduate Program Advisor

Position Number: 40075793

Payroll Title: Student Services Advisor 2

Job Code: 004574

Job Open Date: 06/11/2025

Application Review Begins: 06/27/2025; open until filled

Department Code (Name): SASC (SO HALL ADMIN SUPPORT CENTER)

Percentage of Time: 100%

Union Code (Name): SV (SSAP) Student Services and Advising Professionals*

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $25.77 to $32.00/hour. 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 hourly range for this position is $25.77 to $43.58/hour.

Work Location: South Hall 3432F

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

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.

*Important Additional Information About This Position:

This position is in a job classification that recently became part of the Student Services and Advising Professionals (SSAP) bargaining unit. This is a newly-established unit that is exclusively represented by the United Automobile, Aerospace and Agricultural Implement Workers of America (UAW).

The University and the UAW will begin bargaining over the terms and conditions of employment for the SSAP unit in Summer 2025. Until such time as a Collective Bargaining Agreement can be fully agreed-upon and ratified, the terms and conditions of employment for positions in the SSAP unit will continue to be governed by Personnel Policies for Staff Members (PPSM). Additional information regarding the SSAP bargaining unit can be found at https://ssap-uaw.org.

Department Marketing Statement:

The South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multi-Lingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.

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 Graduate Advisor manages and coordinates all aspects of the graduate program in the Department of English, serving approximately 60-70 graduate students and supporting over 100 courses annually. The Graduate Program Advisor coordinates all aspects of graduate recruitment and admissions, processing over 120 applications each year. Independently provides comprehensive, holistic advising to current and prospective students, addressing all aspects of the graduate student experience-including admissions, academic planning and progress, financial support, employment, career development, and personal well-being. Monitors and evaluates the student's academic progress toward completion of the degree while exercising discretion to interpret and apply system-wide and campus policies. Coordinates all aspects of graduate student financial support, including fellowships and academic employment, and manages the department's block grant budget. Completes all academic student employee (Associate/TA/Reader/GSR) hiring and ensures compliance with university policies and collective bargaining agreements. Works closely with the Faculty Graduate Advisor, Department Chair, and faculty to report statistical data to department/program committees and other campus agencies. Prepares and updates student materials such as handbooks, degree requirement check lists, and ensures online graduate program content is up to date. Serves as the primary departmental liaison to central campus offices on all matters related to graduate students. Responsible for assuring compliance with relevant university and campus policies and procedures and collective bargaining contracts relating to student employment.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent combination of education or experience.
• 1-3 years of experience with advising / counseling.
• 1-3 years of experience working in an academic environment.

Preferred Qualifications:

• Knowledge of advising and counseling techniques.
• Strong written and verbal communication skills, including active listening.
• Ability to multi-task, organize, prioritize, and complete work with frequent interruptions.
• Ability to be accurate and thorough with careful attention to details.
• Interpersonal skills, including multi-cultural competencies, and the ability to work with a diverse group of students, faculty, staff, and other campus offices on a variety of tasks.
• Basic knowledge of student immigration and visa processes pertaining to international students and scholars.
• Strong problem identification and resolution skills, as well as critical thinking abilities.
• Possess service orientation.
• Knowledge of University processes and procedures, and an understanding of University rules and regulations.
• Knowledge of UCSB systems such as UCPath, GradPoint, Egrades, and Gaucho Blue.
• Knowledge of University-specific computer application programs and pertinent databases, as well as common office programs (Excel, Word, Google).

Special Conditions of Employment:

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

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 allegation 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.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 40% Student Advising - Serves as the primary advisor and source of information for students and faculty regarding the English graduate program, applying in-depth knowledge of University, Graduate Division, and departmental policies and procedures. Advises current and prospective graduate students on all aspects of the graduate experience, including admissions requirements, program options, academic planning, progress toward degree, petitions, grades, exam schedules, time-to-degree, financial aid and fellowships, employment, housing, and campus resources. Interprets and communicates University and Graduate Division policies to students, faculty, and departmental committees. Advises on schedule adjustments, incompletes, withdrawals, leaves of absence, and other academic actions. Monitors and evaluates student progress, ensures course and exam requirements are met, tracks completion of language and comprehensive exam milestones, and maintains confidential student records and databases in compliance with FERPA. Collaborates closely with the Faculty Graduate Advisor and Graduate Committee to address academic concerns and recommend program improvements. Refers students to faculty advisors as needed and provides academic progress summaries. Maintains strong communication with the Graduate Division, acting as a liaison between students, faculty, and administrative offices such as the Registrar, Dean of Students, International Students and Scholars, and the university Ombuds. Keeps students and faculty informed about academic deadlines, financial aid opportunities, fellowships, job openings, and professional development events. Assists students in navigating Graduate Division processes and ensures all forms and requirements are submitted accurately and on time. Oversees the development, revision, and distribution of graduate student materials, including program guidelines, the online catalog, student handbooks, and application supplements. Provides updates to the department website and recommends content changes. Evaluates program offerings and helps coordinate improvements to support academic and professional success. Advises on and supports long-term planning, policy development, and graduate program assessment. Gathers and analyzes data from current students and alumni for program reporting and improvement.

• 30% Financial Support - Manages departmental block grant and student aid funds. Advises faculty on fellowship criteria, block grant allocations, and student award tracking to assist in fund distribution. Ensures departmental practices and policies are in compliance with graduate division financial support regulations. Recommends financial aid packages for new and continuing students, and monitors graduate student fees to provide accurate budgeting projections for the department's block grant allocation. Monitors and adjusts departmental funding projections to ensure students receive promised fellowship support. Enters departmental student financial support packages into GradPoint Financial for fee and stipend payments. Provides staff support during meetings related to student progress and eligibility for financial support. Notifies the Graduate Division of any changes in student support. Collaborates with the SASC Student Services Manager, Department Chair, and Faculty Graduate Chair to develop Teaching Assistant (TA) and Associate FTE allocation requests based on program needs, financial commitments, and faculty teaching requests. Manages recruitment for ASE positions, completes employment verifications, and ensures compliance with graduate student employment policies. Designs quarterly TA schedules for approximately 30 students, ensures eligibility for employment, and tracks TA and Associate FTE usage during the quarter. Prepares and issues all Written Notices of Appointment (WNAs) for ASEs and GSRs and revises schedules and contracts during the appointment period as needed. Coordinates Associate appointment packets for campus approvals and initiates payroll transactions for ASE appointments in UC Path. Assists with ASE leave requests and provides ASE timekeeping support as assigned. Ensures ASEs have accurate UC Path records in compliance with university regulations. Updates departmental TA policies annually.

• 20% Student Recruitment - The Graduate Advisor coordinates the annual graduate admissions/recruitment cycle. Oversees all correspondence, preparation, and distribution of application packets (approx. 180-200/yr). Advises prospective students on departmental programs, faculty resources, admissions requirements, application procedures, fellowship opportunities and eligibility. Sets up and assures completeness of applicant files, computes GPAs and GRE scores, analyzes and screens out applications below minimum requirements or standards. Generates various statistical reports for applicant ranking and selection purposes. Routes files to appropriate faculty members in the applicant's field of interest for analysis. Identifies applicants in need of special attention, fellowship eligibility and complies with Graduate division regulations and deadlines. The Graduate Advisor is a liaison with the Graduate Division coordinating campus fellowship nominations and distribution of fellowships and Block Grant monies. Designs and develops systems for automated record-keeping: databases and spreadsheets to maintain statistical data on all aspects of recruitment. Manages applicant files to assure timely review, ranking and fellowship nomination submission. Directs students to appropriate campus agencies for financial aid, housing, residency requirements, and other graduate programs when applicable. Coordinates and oversees budget for applicant campus visits and interviews with faculty, Graduate Chair, and continuing graduate students. Coordinates ranking and admissions meeting or the Graduate Committee, completes admissions and denial forms. Responsible for overseeing and tracking the allocation and expenditure of recruitment funds.

• 5% Data Management/ reporting - Manages database systems and statistical spreadsheets to maintain statistics on each department's graduate students. Keeps track of all graduate students instructed, time to degree, exams taken, and placement information. Sets up and maintains an electronic file for each student. Maintains online advising/progress to degree files for end-of-year letters. Utilize GradPoint to keep track of and process administrative matters including admissions, registration, degrees, and degree progress monitoring. Prepares analyses and reports for fellowship support, pass/fail rates for exams, teaching assistant allocations and TA FTE, student evaluations, job placement, course offerings, enrollment stats, etc. Keeps the Department Chair informed about all aspects of the graduate program.

• 5% Additional Administrative Support - Organizes and coordinates new student orientation events and open house events for prospective students.

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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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