General Information
| Job Description | STDT SVC ADVISOR 2 | Working Title | Graduate Student Academic Advisor |
|---|---|---|---|
| Job Code | 004574 | Grade | 18 |
| Department Name | Multidisciplinary Admin Unit - D01327 | Department Head | Tanya Wine |
| Supervisor | Tanya Wine | Effective Date | 01/03/2023 |
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
| Position serves as the Graduate Student Affairs Officer for the programs within the Multidisciplinary Financial, Administrative, & Student Cluster Unit (MDU). Under the general direction of the Faculty Graduate Advisors, Department Chairs, and the MDU Cluster FAO, 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. Assist in developing short-term and long-term goals to meet the 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. This position will report to the FAO for the MDU. |
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 |
| Experience in using University on-line applications such as on-line student information, course registration, course maintenance, data query, and teaching evaluation systems. | Preferred |
| Experience supporting a graduate program in a university environment. | Preferred |
| Demonstrated experience using student records system for articulation, transcript evaluation, and degree certification. | Preferred |
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. | 20 |
Financial Aid: Participates in the processing, evaluation, and awarding of student fellowships, grants, and other awards; advises students on financial aid options.
|
15 |
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.
|
10 |
| Independently perform all aspects of payroll/personnel for Teaching Assistants, Readers, Graduate Student Researchers, Projectionists, including recruitment, submission to Harvest/UC Path, Family Medical Leaves, Workers' Compensation, etc., in accordance with Personnel/Payroll procedures. Work with Graduate Faculty Advisors to obtain fellowship packages and maintain spending of such. Monitor graduate student recruitment spending according to annual recruitment allocation and work with financial staff in tracking expenses. | 10 |
| Working in collaboration with Chairs and committees, prepare graduate course proposals in Course Request and Maintenance System (CRS) and process submission of programmatic changes within prescribed campus policy and established deadlines from Academic Senate and the College of Humanities, Arts and Social Sciences Executive Committee. | 10 |
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.
|
5 |
| Student Conduct: Provides information to students and faculty regarding organization policies and procedures on student conduct. | 5 |
| Provides basic information about moderately complex student immigration and visa processes to international students and scholars. Assists with preparation of student immigration and visa files. | 5 |
| 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 |
| Career Counseling: Advises department/college/school students on resume preparation and interviewing. | 5 |
| Refers students to the Career Center. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| 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 |
| 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 |
| Experience with student academic program administration. | Required |
| Demonstrated experience working with students in an academic environment and/or post-secondary degree-granting institutions. | Required |
| Writing skill ability 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 |
| Interpersonal skills. | Required |
| Advanced skills to effectively use current software applications such as MS PowerPoint, Excel, Word, and Access. | Required |
| Ability to multi-task; verbal and written communication skills. | Required |
| Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. | Required |
| Ability to multi-task; verbal and written communication skills. | Required |
| Multicultural competencies; ability to work with diverse populations. | Required |
| Basic knowledge of student immigration and visa processes pertaining to international students and scholars. | Required |
| Ability in problem identification and reasoning. | Required |
| Knowledge of advising and counseling techniques. | Required |
| Skills in service orientation, organization, active listening, and critical thinking. | Required |
| 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. | Preferred |
| Understanding of University rules and regulations. | Preferred |
| Knowledge of University processes and procedures. | Preferred |
| Knowledge of University-specific computer application programs and pertinent databases. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to attend university related business meetings, conferences and events, which may be on and off campus. | Required |
| Overtime | Required |
| Travel Outside of Normal Business Hours | 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 |