General Information
| Job Description | STDT SVC ADVISOR 1 | Working Title | Student Services Advisor 1 |
|---|---|---|---|
| Job Code | 004573 | Grade | 17 |
| Department Name | Mathematics - D01056 | Department Head | Melissa Gomez |
| Supervisor | Margarita Roman | Effective Date | 09/19/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004922 | STDT 1 | 1.0 |
| 004921 | STDT 2 | 0.5 |
Generic Scope
| Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning. |
Custom Scope
| Applies professional student services concepts, policies and procedures in the completion of Student Services assignments that are of limited scope and impact. Receives instructions on most work assignments, and regularly consults with Student Services specialists in the course of completing increasingly complex assignments. Follows standard practices and procedures in analyzing Student Services situations or data from which answers can be readily obtained. Exercises some judgment within defined procedures and policies to determine appropriate action. |
Department Custom Scope
| The Department of Mathematics is a large academic department with a combined total of approximately 50 ladder-rank and visiting faculty members, 90 graduate students and postdocs and more than 500 undergraduate majors. Under the supervision of the Student Services Supervisor, the incumbent has the primary responsibility for providing service to current and prospective students and faculty including and not limited to intake advising, coordination and management of the front desk area of the Department of Mathematics. Screen and answer questions from students, staff, faculty, or the general public in person, via phone, and/or email. Provides information, instructions, schedules appointments, makes appropriate referrals, performs data entry, and maintains students' electronic files. In consultation with the Student Services Supervisor, the incumbent will supervise the work of the front desk student assistants. Provides administrative support to the Student Affairs Unit within the department, oversees the department key and book inventory and distribution, editing of websites related to the graduate program and student affairs, assist with space assignments for graduate students, assist with graduate student advising & orientation, and information sessions. The incumbent will be responsible for coordination and planning of departmental events, conferences, and various outreach events/competitions. This position is front-facing and customer service-oriented, which will require the incumbent to have or obtain a knowledge of the department, the staff, and their respective faculty to assist visitors and answer questions. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 0 - 1 years of related experience. | Required |
| Minimum of 3-5 years of experience | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Under close supervision of higher-level professional: Provides straightforward information about department major requirements.
|
25 |
Enters student data into department/school/college student systems.
|
20 |
| Responsible for coordination and scheduling of departmental events, including but not limited to retreats, student and faculty recruitments, seminars, colloquia, conferences, recognition events, symposia and conferences. Assists with department level planning for faculty recruitments and visits in conjunction with the Financial Administrative Officer (FAO) and Department Chair. Responsibilities include but not limited to coordinating logistics, marketing, catering, guest lists, parking, appropriate permits, setting up conference rooms, produce conference materials, setup required technical equipment as needed. | 15 |
| Serves as front office contact and provides outstanding customer service to faculty, students, staff, and visitors. In conjunction with Student Services Supervisor, oversees management of the front desk area and associated inventories. Assist with graduate student space assignments and ensure all key holders utilize space within departmental and campus policy. Supervises the work of the front desk undergraduate student assistants. | 15 |
| Assists in preparing recruitment materials. | 10 |
| Assists higher level professionals in preparing admissions materials for review. | 5 |
| Assists in preparing financial aid materials. | 5 |
| Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Multicultural competencies; ability to work with diverse populations. | Required |
| Basic knowledge and experience working with a diverse student population. | Required |
| Ability to communicate effectively orally and in writing. | Required |
| Interpersonal skills. | Required |
| Excellent interpersonal and customer services skills (poise, active listening, tact, diplomacy, patience, discretion, assertiveness) to effectively interact with students, staff, faculty and the general public in-person, by telephone, and via e-mail. | Required |
| Strong skill in organizing work and prioritizing tasks to meet deadlines despite frequent interruptions. Ability to manage heavy workload and handle multiple tasks while maintaining accuracy. | Required |
| Demonstrated accuracy and orderly work habits in dealing with large volumes of paperwork. Ability to proof and correct own work with strict attention to detail. Working knowledge of standard correspondence formats. | Required |
| Proficiency in Microsoft Windows, Word, Outlook, Excel, PowerPoint, Google Suite and Adobe.. Experience with multi-line telephones, scanners, fax and copy machines. Skill in establishing and maintaining electronic filing systems. | Required |
| Demonstrated excellent written and oral communication skills. Proven ability to accurately communicate and explain detailed information. | Required |
| Basic knowledge of UC and the department/school/college. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Close 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 |