General Information
| Job Description | STDT SVC ADVISOR 2 | Working Title | Graduate Coordinator |
|---|---|---|---|
| Job Code | 004574 | Grade | 18 |
| Department Name | Art/Art History Admin - D01270 | Department Head | Jason Weems |
| Supervisor | Susan Komura | Effective Date | 08/18/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Applies professional student services concepts. Provides varied student services to students, faculty, and department/school/college management. Works on moderately complex issues. Receives assistance on more complex issues. |
Department Custom Scope
| This position serves as the Graduate Student Affairs Officer for the Departments of Art and Art History, which includes an MFA in Visual Art, and M.A. and Ph.D. in Art History. Under the general direction of the Faculty Graduate Advisors, Department FAO, and Chairs, carries out curriculum advising, graduate admissions; recruitment and outreach; student enrichment and academic development activities; matriculation and graduation degree checks; and program reporting and evaluation. Responsible for interpretation and implementation of appropriate policies, regulations, and procedures. Working closely with FAO, Chairs, and faculty to develop short-term and long-term goals to meet the advising needs of the growing number of graduate students, identify emerging student affairs and programmatic issues, and make recommendations for positive outcomes. The major functional areas of responsibility include 1) Advising and Administration of Continuing Graduate Students; 2) Admissions; 3) Recruitment and Outreach; 4) Financial Support; and 5) Program Development and Management. Must be able to maintain confidentiality and maintain fairness in administering standards and procedures for the programs. Advises faculty, staff and students regarding policies and procedures in all aspects of graduate student affairs. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Academic Advising: Provides advice and assistance to students on academic and degree progress and major requirements; assists students in determining a major, alternative academic options, resolve scheduling conflicts, and similar issues. | 40 |
Applies professional Student Services concepts in providing a variety of student services to the student population served by the organization, and to faculty and management within that organization.
|
20 |
Recruitment and Admissions: Implements outreach programs with specifically targeted institutions; advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to the prospective applicant's goals; reviews domestic transcripts for degree eligibility; initiates and arranges student recruitment visits.
|
20 |
Financial Aid: Participates in the processing, evaluation, and awarding of student fellowships, grants, and other awards; advises students on financial aid options.
|
10 |
| Student Orientation: Conducts orientations of new students. | 5 |
| Events: Coordinates and implements non-complex student events and assists in the planning and implementation of complex events. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Interpersonal skills. | Required |
| Multicultural competencies; ability to work with diverse populations. | Required |
| Working knowledge of advising and counseling techniques. | Required |
| Ability to multi-task, verbal communication, and written communication skills. | Required |
| Ability in problem identification and reasoning; ability to develop original ideas to solve problems. | Required |
| Advanced writing skills to include independently compose letters, memos, reports, and other written communication for a variety of audiences, using correct spelling, grammar, and composition skills. Ability to work in a team environment and provide leadership. Skill in independently researching questions and making appropriate contacts for problem solving. | Required |
| Knowledge of higher education institutional policies and procedures governing graduate student admissions, acceptable academic progress, student records, student employment, and student financial aid. | Required |
| Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. | Required |
| Knowledge of complex U.S. visa and immigration procedures, compliance issues, and employment eligibility/authorization for international students and scholars. | Required |
| Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. | Required |
| Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. | Required |
| 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. | Required |
| Experience with student academic program administration. | Required |
| Solid verbal and written communication skills. | Required |
| Advanced skills to effectively use current software applications such as MS PowerPoint, Excel, Word, and Access. | Required |
| Excellent interpersonal skills including tact, diplomacy, adaptability, and skills in recognizing politically sensitive situations, maintains confidentiality of student records and advisory discussions.Ability to maintain confidentiality at all times. | Required |
| Ability to interact and communicate effectively, both orally and in writing, with students, faculty, professional staff, campus administrators, and personnel in various campus departments and maintain cooperative working relationships. Experience in communicating and working with international students with diverse backgrounds. Experience with managing multiple deadlines and interruptions in a detail-oriented environment | Required |
| Demonstrated experience working with students in an academic environment and/or post-secondary degree-granting institutions. | Required |
| Experience supporting a graduate program in a university environment. Knowledge of applicable federal and state laws such as Federal Educational Rights and PrivacyAct (FERPA). Knowledge of policies and procedures of the various units supported by the college. Knowledge of University of California policies and procedures of administrative service units (i.e. Graduate Division, Registrars Office,Academic Senate). Knowledge of and experience with UC Employment practices, policies, and procedures and their application to graduate students. Demonstrated experience using student records system for articulation, transcript evaluation, and degree certification. Experience in using University on-line applications such as on-line student information, course registration, course maintenance, data query, and teaching evaluation systems. Knowledge of Art or Art History. | Preferred |
| Skill in exporting/importing data from or to different software applications, and skill in organizing data for analysis and review. Skill in summarizing and analyzing data for presentation in a clear and comprehensive manner. | Preferred |
| Knowledge of University processes and procedures. | Preferred |
| Understanding of University rules and regulations. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Valid Drivers License | Required |
| Travel Outside of Normal Business Hours | Required |
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |