University of California Job - 44362555 | CareerArc
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Company: University of California
Location: Santa Barbara, CA
Career Level: Entry Level
Industries: Government, Nonprofit, Education


Job Posting Details

Job Details

Payroll Title: STDT SVC ADVISOR 2

UC Job Code: 4574

Job Open Date: 7/28/22

Application Review Begins: 8/12/22; thereafter open until filled


Percentage of Time: 100%

Union Code: 99 - Non-Represented

Grade Type/Grade: PSS / 18

FLSA Status: Non-Exempt

Work Location: Ellison Hall - 3835

Hiring Range: $24.81- $26.38/yr.

Working Days and Hours: M-F; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Eligible for Remote Work: Yes

Type of Remote Work Arrangement: Hybrid


Department Marketing Statement

The Department of Political Science at UC Santa Barbara has been home to top scholars engaged in cutting edge research. Housed in a world-class university widely known for its interdisciplinarity, the department is committed to rigorous quantitative and qualitative research, as well as to normative theory. In addition to its commitment to research, the department prides itself on first-rate teaching at the undergraduate and graduate levels.  Our research and teaching cover the traditional fields of International Relations, Comparative Politics, American Politics, Political Theory, and Research Methods. We are distinctive because of our additional emphasis on the Politics of Identity and Politics of the Environment. For more information about our department, please visit 

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

Responsible for independently managing the graduate program in Political Science under the general supervision of the Business Officer, with additional guidance provided by the Faculty Graduate Advisor. With respect to graduate admissions, is directed by the Graduate Admissions Committee Chair. Actively participates in key decisions involving students and the program along with the Faculty Graduate Advisor, Graduate Admissions Committee Chair, Department Chair, and the Graduate Committee. Independently advises students, maintaining a climate of interpersonal support by identifying problems students encounter, finding persons and resources to assist them, and by providing reliable and accurate information about departmental and university policies to help students meet individual goals. Acts as a major information conduit for political science graduate students, faculty, staff, other departments, the administration, graduate alumni, applicants and potential applicants to the program. Coordinates operational procedures of the graduate program to ensure the efficient retrieval and flow of information. Manages the graduate admissions process and communicates with the Faculty Graduate Advisor, Graduate Admissions Committee, faculty members, and applicants to ensure that the process works smoothly. Maintains communications with Graduate Division personnel. In addition to performing a variety of technical tasks at a high level of proficiency, the Graduate Program Coordinator is expected to be strongly committed to the program and to the welfare of the students, daily exercising independent professional judgment and creative problem solving skills.


Required Qualifications

  • Knowledge of advising and counseling techniques
  • Ability to multitask
  • Strong verbal and written communication skills
  • Strong Interpersonal skills
  • Multicultural competencies; ability to work with diverse populations
  • Skills in problem identification and reasoning
  • Skills in service orientation, organization, active listening, and critical thinking
  • Bachelor's Degree or equivalent training and/or experience

Preferred Qualifications

  • Knowledge of University and Graduate Division policies and procedures regarding graduate and undergraduate affairs and requires the ability to interpret regulations from various administrative offices for students and faculty
  • Knowledge of University-specific computer application programs and pertinent databases
  • Basic knowledge of student immigration and visa processes pertaining to international students and scholars
  • Knowledge of University processes and procedures

Conditions of Employment

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

Job Functions/Percentage of Time/Duties

  • 30% Graduate Advising - Advises approximately 70 graduate students (currently enrolled, on official leave or lapsed) on a wide variety of issues, including requirements for graduate admissions, program requirements and options, grades, courses, financial aid, petitions, leaves, exam schedules, progress towards degree, housing, cost of living, community issues, employment, and other personal and academic issues related to their welfare. Responsible for providing information for two degree programs (M.A. and Ph.D.) with six sub-fields. Provides accurate guidance and information to students navigating the complexities of the Ph.D. program, assisting students in course selection to complete the program and varied sub-field requirements. Responsible for informing students and faculty of rules and regulations regarding theses and dissertation filing; files theses and dissertations for students not in residence. Demonstrates strong commitment to students' personal and academic welfare, creating a climate in which academic and personal problems may be discussed confidentially. Understands department and university policies and options available to students, and answers questions from students regarding rules and regulations of the graduate program; refers them to appropriate persons or recommends courses of action to resolve academic or personal problems. Communicates regularly with the Faculty Graduate Advisor, department leadership, and Undergraduate Program Coordinator regarding TA issues and concerns. Directs graduate student program and academic concerns in a timely manner to department leadership. Regularly informs students, Faculty Graduate Advisor, Chair, and other faculty of relevant information with pertinent dates and deadlines (e.g. registration, commencement, travel and research grants, financial aid, adding/dropping classes, etc.) Processes and administers the FWS and summer TA and Associate application calls providing a transJob Standard and diplomatic hiring process. There are approximately 75 TAships in FWS and 8 TAships in Summer Session; Associate positions vary from year to year. Collects and maintains a file of potential non-Political Science TA candidates in case of sudden TA vacancies in the department.
  • 10% Reporting and Data Analysis - Closely monitors the progress of all graduate students in meeting the degree requirements of the Graduate Division and Department. Maintains accurate, up-to-date information in each graduate student file including program requirements, financial support awarded, examination results, evaluations and admissions data. Independently prepares complex progress and degree checks for students and Graduate Division. Prepares detailed analyses of enrolled student performance by degrees awarded, M.A. and Ph.D. tracks, by five subfields, including average time-to-degree, attrition/success rate with comparisons in terms of both quality (e.g. GPA, GRE scores) and diversity. Maintains database and prepares analyses and reports for fellowship support, pass/fail rates for examinations, teaching assistant allocations and TA FTE, student evaluations, job placement, course offerings, enrollment statistics, etc. Analyzes data and prepares reports on applications and admissions data, admissions/take rates including indicators of quality and diversity. Analyzes data and prepares spreadsheets for Graduate Admissions Committee decisions and faculty TA allocation decisions.
  • 15% Recruitment and Graduate Admissions - Oversees production, revision and distribution of all informational material for the graduate program including the Graduate Student Handbook and other related publications. In consultation with Faculty Graduate Advisor and Graduate Admissions Committee Chair, prepares graduate recruitment materials and General Catalog grad copy. Maintains and regularly updates information on the Graduate Program page of the Department's web site, coordinating with the Undergraduate Program Coordinator as needed for curricular information. Responsible for all publicity concerning graduate program. Responsible for identifying and coordinating the Department's outreach activities including but not limited to participation in various campus outreach programs. Responsible for identifying and coordinating special minority recruitment activities, including the Department's participation in the American Political Science Association Minority Identification Project. Coordinates all aspects of recruitment and admissions: - Meets as needed with prospective students to present and promote the graduate program - Manages all communication and correspondence with applicants, admitted students, and students on the waiting list - Advises the Graduate Admissions Committee on matters pertaining to graduate admissions and exceptions to graduate admission policies. - Creates and monitors completeness of applicant files in Graduate Division application portal - Computes GPA scores as needed - Evaluates files for discrepancies; routes complete files to graduate committee for review - Assures that Graduate Division regulations and deadlines are met - Coordinates campus visits and interviews for admitted students
  • 15% Assistant to Faculty Graduate Advisor - Evaluates new and existing campus and university policies and procedures assessing the impact on the Departmental graduate degree programs. Responsible for providing information on procedural matters, established precedents, rules and regulations on which policy decisions may be formulated. Attends all meetings of the Graduate Committee providing information and recommendations regarding the programs, policies and procedures. Attends general faculty meetings as necessary (usually twice a year) to provide information and advice on graduate matters. Informs Faculty Graduate Advisor of graduate student problems and concerns. Responsible for informing the Faculty Graduate Advisor of students' eligibility for reallocated fellowship money, providing key advice and data on individual need. Drafts correspondence for the Faculty Graduate Advisor that deals with departmental recommendations and the graduate program. Responsible for coordinating M.A./Ph.D. oral examinations. Coordinates and proctors Ph.D. written comprehensive examinations and informs students of their examination scores. Plans and co-presents new graduate student orientation program in the fall. Organizes and participates in quarterly town hall meetings with graduate students and the Faculty Graduate Advisor.
  • 10% Graduate Student Employment Financial Management - Plays an active role in recommending graduate students for employment as Teaching Assistants, Readers, and research appointments. - Advises faculty of policies, salary scales, etc related to student employment categories. Maintains extensive knowledge of University and Graduate Division policies and procedures pertaining to the employment of graduate students. - Also required to be familiar with UAW contract requirements so that Teaching Assistant and Teaching Associate appointment hires adhere to UAW contract requirements In addition: - Processes all employment paperwork and enters appointments in UCPath system for hires of Teaching Assistants, Teaching Associates, Readers, and other graduate student employment titles, verifying satisfactory performance for approval to work - Manages all aspects of Fee Fellowships (approximately $250,000) including applications, review and notification processes, and entering fee fellowships from the department Block Grant into the Graduate Student Financial System.
  • 20% Graduate Affairs Program Support - Provides administrative support for the Graduate Program. Duties include: - Maintains the department's graduate student listserv - Prepares correspondence for admitted students and students on the waiting list - Prepares all department fellowship allocation letters - Reviews graduate students' fees and billing information on BARC statements to confirm fellowships and grant payments were processed - Maintains applicant file for reallocation of TAships - Submits graduate program requests for change, and changes approved by the department faculty, to the Academic Senate via the Master Catalog Approval platform - Collaborates with the Chair's Analyst/Assistant to compile and distribute quarterly TA evaluations by instructors to the TAs, Business Officer, and Undergraduate Program Coordinator. - Regularly updates the performance tracking worksheet used for the annual faculty meeting on graduate student progress with TA ESCI evaluation date, faculty TA evaluation data, GPA, and comprehensive exam results - Updates the student information system (Gaucho Blue/Star) each quarter with TA section assignments

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals* under the policy must provide proof of Full Vaccination or submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment.

For more information, please visit:

● UC Santa Barbara COVID-19 Information:

● UC SARS-CoV-2 (COVID -19) Vaccination Program Policy:

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.


Reasonable Accommodations


The University of California endeavors to make accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.


GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California's Human Resources departments and offices collect about you. The Privacy Statement can be found at: supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit

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