Description
Job Posting Details
Payroll Title: Student Services Advisor 3
Job Code: 004575
Job Open Date: 05/01/2024
Application Review Begins: 05/16/2024; open until filled
Department Code (Name): GEOG (Geography)
Percentage of Time: 100%
Union Code (Name): 99 (Non-Represented)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 19
Hiring/Budgeted Salary Range: $56,700 - $63,000/yr.
Full Salary Range: 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 salary range for this position is $56,700 - $97,500/yr. The budgeted salary range that the University reasonably expects to pay for this position is $56,700 - $63,000/yr.
Work Location: 1831 Ellison Hall
Working Days and Hours: M-F; 7am - 4pm or 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Fully on-site is preferred but hybrid is an option following initial training period
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Department of Geography's vision is to lead the integration of natural, social, and information sciences to solve problems of people and the environment. Two key terms in the vision that separates geography from most other fields is that, first, we take integration across knowledge domains as the central goal and, second, we use that to leverage better insights on problems that span the natural and social realms. Faculty in geography do not necessarily hold degrees in geography, but we all are characterized by having a particular domain expertise while also being committed to working across domains especially on problems where there are both natural and social aspects interacting. Reflecting that framing, our faculty are classified by domain/research area expertise and participation in cross-cutting themes. Domains define broad areas of science where we have sufficient faculty expertise to provide graduate level education.
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 and why You Belong at UC.
Brief Summary of Job Duties
The Student Programs Manager provides the full range of student services to current and prospective students in the department of Geography. This position creates and maintains a positive and supportive environment for students. They provide seasoned guidance and advice to Geography students on departmental and University policies and procedures. They are responsible for coordinating and managing graduate student recruitment, graduate student employment (hiring and placement of TAs), monitoring of student progression, financial monitoring of block grant and temp subzero funds, generation of statistical reports, special event planning, maintenance of academic files, and form processing, This position manages the graduate application process for Master's and Ph.D. admissions and maintains close working relationships with the Faculty Graduate and Undergraduate Advisors, the staff within the Graduate Division and L&S, and coordinates information flow in a timely manner for the Department. They also manage and coordinate the departmental Colloquium. This position supervises the undergraduate advisor and manages their annual workflow and serves as an expert resource on all student affairs matters.
Required Qualifications
- Bachelor's degree and/or equivalent experience and training.
- 1-3 years of experience in academic advising and/or student support services in higher education program/college/or school.
- Ability to handle sensitive situations with diplomacy, discretion, and confidentiality.
Preferred Qualifications
- 1-3 years of experience working with undergraduate and graduate students.
- 1-3 years of administrative and/or financial management experience.
- Strong written and verbal communication and interpersonal skills, including active listening and the ability to professionally interact with students, staff, and faculty
- Knowledge of MS suite, google suite, Adobe, and relative University-specific computer application programs.
- Skills in judgement, decision-making, and problem solving.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Management of Graduate Programs (30%): Performs the full range of academic advising to current and prospective graduate students in all matters pertaining to their academic and personal experience at the university (such as registration requirements, enrollment procedures, admissions, petitions, student forms, fellowships, graduate employment, progress to degree, deadlines, etc.). Creates and maintains a friendly and inviting atmosphere within the Department. Meets individually with students, advising them on a variety of matters, and refers them to other campus services as needed. Frequently communicates with the Graduate Division, Registrar's Office, Financial Aid Office, International Students and Scholars Office, English as a Second Language Program (ESL), L&S, and other academic departments. Maintains and compiles statistical information on graduate and undergraduate awards, fellowship recipients, placement of students, and GPAs, graduate financial support, enrollment and admissions, minority recruitment, etc. for reports and surveys. Prepares and submits annual surveys and reports to outside universities and agencies requesting information about graduate program. Maintains databases and graduate program website. Plans, coordinates, and facilitates the graduate orientation program and prepares all printed material and communication/informational documents. Posts pertinent flyers and maintains the information boards in all the student areas. Sits on the curriculum committee and makes recommendations to the faculty. Researches other schools and programs and provides recommendations for program changes. Develops strategies for maintaining a competitive edge in the marketplace. Manages and coordinates colloquium logistics and advertisements. Interacts with visitors in support of programs. Develops a strong relationship with key personnel in other schools.
Employment & Financial Management (30%): Prepares and processes all employment documents and completes online entry for all Lecturers, Teaching Assistants, Associates, Graduate Student Researchers, Readers, and Tutors. Composes letters of exception and appointment letters for Tutors and Associates, and submits request to the Committee on Undergraduate Courses for approval. Tracks approvals to ensure appointments are made in a timely manner. Accounts for and reconciles block-grant funding, student awards, and monthly reconciliation of temporary sub zero funds for TA's, Associates, and Readers. Works closely with the Faculty Graduate Advisor/Vice Chair and Business Officer and recommends TA assignments. Advises students of employment limitations and/or restrictions due to visa status or special circumstances. Works closely with the Business Officer to ensure temp sub 0 funding is appropriately expensed and accounted for. Distributes TA office hour information each quarter and maintains statistics of TA progress and evaluations. Advises Faculty Graduate Advisor and Graduate Admissions Committee (GAC) of eligibility requirements and suggests financial aid packages. Tracks, monitors, and processes all University forms for fellowships and tuition waivers for graduate students. Informs recipients of awards and maintains candidate listings. Tracks expenditures to ensure that allocations are properly disseminated. Maintains list of employment for all graduate students and works closely with the Payroll/Personnel Assistant to ensure tuition and fee offsets are entered into Gradpoint and that timecards are collected. Notifies students of TA and fellowship offers, financial aid opportunities, and job openings. Collects fellowship applications and reviews of applicants for University and School-based financial awards and the distribution of awards. Responsible for financial processing in Gradpoint and transmits information and other necessary forms to Graduate Division regarding adjustment of fellowships and/or block grant awards. Composes and transmits award letters for Departmental-based support. Researches opportunities for financial support for students.
Graduate Admissions (20%): Responsible for coordinating and overseeing the admissions process for graduate applications. Duties include: processes applications, creates application files, notifies applicants of complete/incomplete applications, enters information into the admissions database, creates admissions reports, prepares spreadsheets for Committee, processes admissions decision paperwork for Graduate Division, prepares and mails admit letters, etc. Manages all open house logistics for admitted graduate students, including room and equipment rentals, catering, agenda, and travel arrangements. Ensures timely review of applications and that all applicants are kept well-informed and treated with a high degree of professionalism. Screens all applications and alerts the Faculty Graduate Advisor of any outstanding applicants for recommendation of fellowships and other financial awards. Prepares memos for exceptions to admissions policies. Ensures applicants receipt of Graduate Division letters (i.e., denial letters and acceptance letters for foreign students) and works with Graduate Division to resolve problems. Prepares letters concerning deficiencies in academic preparation and financial awards as directed. Forwards pre-applications to potential faculty sponsors. Identifies potential sponsors for domestic Ph.D. applicants and forwards applications to appropriate faculty for review. Assists in coordinating and maintaining control of application files during the review process by prospective faculty sponsors and committee. Maintains close communication with accepted applicants to monitor progress of their decision-making and provides additional information and/or arranges communication with others (e.g. faculty, current students) as needed. Develops and implements strategies to increase enrollment of applicants accepted into Departmental programs. Assists in obtaining information from applicants on their decision not to enroll in the Geography program. Compiles admissions statistics and generates reports. Maintains inquiry database and compiles statistical summaries of inquiries. Manages the admissions process for the Joint Doctoral Program with San Diego State University.
Student Affairs Management (15%): Serves as an integral part of the Geography Administrative Team by managing the Student Affairs services for the department. Performs full scope of supervisory duties for the Undergraduate Program Advisor, the Purchasing, Travel & Student Programs Assistant, and student workers and oversees the advising, workflow and processes of the unit. Uses initiative and independent judgment to interpret policies and procedures for unit and troubleshoots when problems arise. Reviews and processes all forms for students' progress and advancement, as well as course approvals and modifications. Oversees the quarterly review for the schedule of classes. Manages outreach efforts via the student workers. Assists with special projects as necessary.
Outreach, publications & events (5%): Develops outreach activities to increase the department's pool of supporters and affiliates. Responsible for publishing outreach publications to connect alumni, donors, and industry contacts to the department. Responsible for producing, revising, and distributing all informational materials pertaining to the graduate and undergraduate programs (UCSB and College of Letters and Science catalogs, department graduate & undergraduate brochures, department graduate handbook, and other publications as necessary). Maintains and updates statistics for the undergraduate and graduate units. Statistics are kept on graduate exam results, program enrollments, admissions data, employment status for former students, and a variety of other graduate and undergraduate program details. Manages all student events and coordinates logistics with other members of the Geography Administrative Team. Assists with the year-end awards colloquium, which includes ensuring recipients of the awards are selected, programs and certificates are prepared, invitations sent, and food is provided.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.
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:
UC Santa Barbara COVID-19 Information
University of California Policy on Vaccinations – With Interim Amendments
* 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 Opportunity/Affirmative Action Statement
UC Santa Barbara 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.
For more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
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