Job Posting Details
Payroll Title: Student Academic Advisor 2
Job Code: 4544
Job Open Date: 7/8/21
Primary Consideration Date for Open Until Filled: 7/22/21
Department Code-Name: EAPC
Percentage of Time: 100%
Collective Bargaining Unit (CBU): 99 - Non-Represented (PPSM)
Grade Type/Grade: 18
FLSA Exemption Status: Non-Exempt
Work Location: South Hall 2431
Pay Rate/Range: $23.66/hr.
Days/Hours: Monday-Friday 8:00-5:00/ Occassional evening and weekend hours
Department Marketing Statement
The UCSB Education Abroad Program provides advising and outreach services to a large student population each year. The departments sends more than 1,200 students abroad annually and receives approximately 350 international reciprocal exchange students, and supports re-entry and cultural adjustment of returned students. UCSB EAP advises for programs in 40 countries offered by the University of California Education Abroad Program (UCEAP).Brief Summary of Job Duties
Under the general supervision of the Associate Director and working in close coordination with a team of regional advisors, is responsible for student recruitment, selection, orientation and reentry activities, and scholarship awarding process for the UC Education Abroad Program (UCEAP). Has regional responsibility for programs in an assigned number of UCEAP's 150+ programs in more than 40 countries. Advises prospective applicants regarding requirements, availability of courses, academic credit, and financial matters. Serves as resource for students abroad and as liaison, to campus and UCEAP systemwide offices. Selects UCSB EAP scholarship recipients. Assists returned students in areas of enrollment, academic progress, petitions and cultural readjustment. Serves as a coordinator for one of the following areas: marketing, reciprocal exchange program coordinator, peer advisor supervisor or global intern program supervisor. Provides support to the EAP front desk as needed. Assumes responsibility for other staff positions as vacation schedules, staff vacancies, furloughs and peak workload periods require.
Contributes to office problem-solving by offering ideas and solutions at staff meetings and UCEAP systemwide committees. Expands professional knowledge of study abroad trends, best practices and national academic integration efforts through reading relevant literature, webinars, and conferences if offered. Provides administrative support to EAP Campus Director and Associate Director as needed, including backup support for performing front desk duties. If and when needed, must be able to perform duties virtually, including conducting outreach meetings by Zoom. Other duties as assigned.
-Bachelor's degree and/or equivalent combination of education and previous work experience.
-Basic knowledge of advising and counseling techniques.
-Excellent judgement and skills in decision-making.
-Ability to multi-task in a fast paced environment.
-Ability to maintain positive professional demeanor under deadline pressure in a high-volume, continuous public contact setting.
-Ability to identify problems, apply reasoning, and develop original ideas to solve problems.
-High level of organization/attention to detail when advising and processing applications.
-Strong written and verbal communication skills, including active listening, and the ability to clearly communicate detailed information.
-Ability to deal with difficult situations.
-Demonstrated experience of interacting patiently and diplomatically with diverse constituents including students, parents, and staff.
-Strong interpersonal, public relations and oral/written communication skills.
-Ability to work independently and as a member of a team.
-Knowledgeable about study abroad program details that include coursework, housing, pre-departure checklists, program logistics and health clearance procedures.
-Knowledgeable of departmental/ school/ college courses, majors, policies, procedures, and requirements.
- Strong computer skills and the desire to learn new software programs.
- Ability to learn and use select Adobe Creative Suite products and Canva.
-Skills in event planning and public speaking.
-Overseas study and/or work experience.
- Satisfactory criminal history background check.
- UCSB is a Tobacco-Free environment.
For full consideration, please include a resume and a cover letter as part of your application.Job Functions/Percentage of Time/Duties
Advising - 40% Daily
Carefully advises prospective study abroad students during office hours and via email. Clearly communicates program details, requirements and application processes of many EAP options. Actively listens to students' academic, personal and professional goals and recommend programs based on their needs. Guides students in clarifying their educational goals so that they can select the most appropriate EAP option. Examines the students' field of study, cultural sensitivity, academic preparedness, maturity, mental and physical health needs, dependents and parental concerns, and provide detailed knowledge of the academic, financial, cultural, and housing characteristics of each program. In collaboration with the Associate Director, refers students with mental health and/or judicial affairs related concerns to the appropriate offices. Counsels students on general financial matters related to EAP. Educates students of the program cost, payment process and how financial aid works while abroad.
Creates a welcoming, customer service-oriented atmosphere, answer diverse questions of a detailed, general or complex nature, and respond to inquiries, complaints or concerns from students, parents, staff, faculty and members of the public in a professional manner. Refers students to department and college advisors for academic advising and approval. Instruct students in use of research resources for preparation of applications. Maintains confidentiality of student GPA, application and personal information.
Must be patient and flexible when advising students. Proactively learns about assigned program options and countries by reviewing program guides, speaking to returnees and other materials that may be available. Advises students at the EAP front desk/reception area as needed.
Organizes, schedules and conducts pre-departure orientations for assigned advising portfolio. Prepares students to obtain a successful experience abroad. Clearly articulates the academic policies and guidelines set forth for EAP participants. Counsels students on cross-cultural, personal, and health and safety issues that may arise while abroad. Recruits returnees and reciprocal exchange students to co-present at these orientations. As needed, updates the general pre-departure online workshops and present at pre-departure specific workshops. Serves as regional liaison regarding EAP matters with campus offices such as Student Health Services and Financial Aid.
Other related duties as assigned.
Assigned Coordinator Duties - 35% Daily
Acts as the coordinator for one of the following: Peer Advisor Program and Supervisor; Marketing; Global Intern Program; or Reciprocal Exchange Program.
Peer Advisor Program Coordinator
Hires, trains and supervises a team of 10 Peer Advisors. Along with 2 EAP staff, reviews approximately 100 applications yearly for 10 positions, coordinates interviews and conducts selection deliberations. Administers a 3-day intensive training program with the goal of Peer Advisors managing the EAP front desk at the end of training. Conducts weekly staff meetings. Peer Advisors are assigned coordinator duties of: recruitment, student clubs, reciprocal exchange program, classroom presentations, office coordinator, video coordinator and marketing coordinator. Maintains knowledge of all of these crucial areas that are needed for EAP outreach efforts and provides support in these areas as needed. Motivates and influences them to complete tasks on time. Provides quarterly performance reviews and implement disciplinary action when needed.
Coordinates UCSB EAP's marketing efforts. Works closely with one Marketing PeerAdvisor. Uses social media, Adobe Creative Suites and other technical programs.Produces, approves and oversees EAP social media content. Manages the MyEmma e-newsletter portal. Independently generates and updates content for several e-newslettersvital to EAP outreach efforts. Carefully creates informational meetings and applicationdeadlines calendars. Executes the print media plan (flyers, brochures, A-frames).Collaborates with Peer Advisors and Global Interns on the creation of materials.Represents UCSB EAP on the UCEAP Marketing Committee. Independently organizesthe annual Study Abroad Fair.
Global Intern Program Coordinator
Enrolls, trains and supervises 40-80 Global Interns (EAP returnees) that volunteer for EAP upon their return to UCSB. Oversees intern activities such as tabling, presenting at meetings, creating marketing materials and participating in outreach activities.
Reciprocal Exchange Program Coordinator
Manages the UCEAP Reciprocal Exchange Program at UCSB that enrolls approximately 350 exchange students of which two-thirds arrive in the fall and almost half stay for the year. Actively advises and communicates with students. Independently and clearly communicates detailed information by email and counsels students not familiar with the U.S. and the UC academic system. Communicates frequently with academic departments, Registrar's office and the Housing office. Coordinate the CALI-Training (mandatory onsite orientation) with the Office of International Students and Scholars (OISS). Counsesl students that may be homesick upon arrival, may have roommate or academic problems, or may be experiencing other difficulties at UCSB. Collaborates closely with OISS on Academic Training opportunities. Evaluates the appropriateness of the proposed academic training positions, generate academic training letters.
Outreach/Publicity/Recruitment - 10% Daily
Prepares materials for and participates in campuswide recruitment activities such as classroom presentations, information tables, information to faculty, new student orientations, group workshops, dorm presentations, advertising, and social media in promotion of the program. Activities may occur on or off campus. Designs, edits and prepares materials that include Powerpoint presentations, flyers, brochures, videos and posters. Develop and present customized informational meetings for countries within regional responsibility featuring EAP returnees, reciprocity students, faculty and/or UCEAP staff. Explain how finances and scholarships work on EAP at finance specific informational meetings and scholarship workshops. Create country-specific e-newsletters with the MyEmma e-newsletter program. When needed, conducts large scale presentations at and participate in special events such as the Chancellor's Regional Receptions, UCSB Open House, Parents & Family Weekend, and International Education Week. Actively performs outreach to underrepresented and non-traditional students to support their EAP participation. Collaborates with offices such as: EOP, Transfer Student Center, and ONDAS.
As needed, preparesand analyzes statistics and reports on study abroad participation, retention and withdrawals and evaluate recruitment strategies based on these data. Provides feedback on UCEAP program proposals. Represents EAP at the UCEAP Annual Conference and campus wide meetings such as CSAN.
Other related duties as assigned.
Application / Selection - 12% Weekly
Reviews applications submitted online. Carefully reviews paperwork, examines GPA and eligibility requirements, identifies errors and corrects items during each student encounter. Application processing requires a great amount of detail, follow-up and extended screen time due to the high volume of applications.
Following the application deadline days, advisor carefully reviews each application to determine if the student is eligible to participate in the chosen EAP program. Assesses the statement of purpose, transcript, passport copy, academic planning form and other items specific to the program's application requirements. For those not eligible, advisor communicates this decision to the students and guides them through other possible program options. For programs that have limited capacity, advisor conducts interviews and select students, deny students, and if possible, designate students for a waiting list. Advisor must be empathetic and motivate students to continue with the EAP process but on a different program. Advisor selects students in the UCEAP application database, notifies students of selection decisions and follows-up with them on missing application items. Prepares and sends applications and supporting materials to UCEAP and release electronic application data by set deadlines.
Serves as first contact for selection outcome appeals and student problems before departure. Consults with Campus Director on any conditions of selection and requests for waiver of requirements. Tracks conditions through transcript review and communication with students, college staff and instructors. Informs students in writing of selection and of any conditions and related terms. Informs and consults with Associate Director on status of students, especially special cases. Advocates appropriate host university placements for UCSB students. Advises students not referred to top choice to consider alternatives. Manually checks GPAs on STAR for all students at the end of each quarter to determine if students remain eligible for programs. Maintains comprehensive records of applicants, GPA checks, waivers and other information pertinent to student applications. Maintains confidentiality and accessibility of student records in accordance with University policy and procedure.
SCHOLARSHIP APPLICATION REVIEW AND SELECTION
Responsible for awarding $200,000 in scholarships annually. As a member of the EAP Gaucho Scholarship Committee, carefully examines scholarship applications, provides ratings for each one, and as a committee select recipients for awards. Must be detailed oriented in making awards in order to fulfill donor specific scholarship criteria. Reviews, edits and provides constructive criticism to students that submit scholarship essay drafts to be reviewed. Scholarship process occurs in the fall and winter quarters.
Other related duties as assigned.
Administrative and Miscellaneous Responsibilities - 3% Daily
Develops strategies for the retention of students that have been selected to study abroad. Collaborate with EAP staff, peer advisors and global interns on existing travel workshops. Depending on the type of retention activity, may attend the retention event.
Assures accurate processing of regular and retroactive petitions, providing timely follow-up as needed. Advise returning students regarding grades, petitions and readjustment through individual debriefings and group meetings. Assists with and coordinate reentry activities, including international and career workshops. Coordinates, sets-up and attends the Welcome Back Receptions. On request, writes letters of recommendation for employment, graduate school applications, and volunteer organizations such as the Peace Corps.
3. STUDENTS ABROAD/INTERNATIONAL VISITORS/FACULTY & STAFF
Students abroad: Responds to sensitive personal and international crises and conflicts that affect students in countries within regional responsibility. Advises students overseas on the applicability of guidelines for various EAP petitions, including early program withdrawal, and recommend alternative as needed. Advises UCEAP on requests from students to extend participation.
International Visitors: Upon request, meets with international visitors from the UCEAP partner organizations. Coordinates meetings for students, faculty and staff to join these informative gatherings. Provides enrollment trends for visitors to better understand how their programs are performing at UCSB. Educates the visitors on the needs that our students have on particular programs.
Faculty & Staff: Participates in study center directorship interviews as needed. As needed, communicates with staff and faculty in other departments to problem-solve issues that involve EAP students.
Other related duties as assigned.
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.
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