General Information
| Job Description | STDT SVC ADVISOR 3 | Working Title | Graduate Student Affairs Officer |
|---|---|---|---|
| Job Code | 004575 | Grade | 19 |
| Department Name | Comp Lit & Lang/Hisp Admin - D01331 | Department Head | Jeffrey Sacks |
| Supervisor | Michael Austin | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| Using skills as a seasoned, experienced student services professional, provides the full range of student services within an organization such as an academic department, school, or college. Independently advises students and resolves student services-related issues on the full range of academic issues inherent within the organization. Advises faculty and management on a variety of student issues. Works with the department's/school's/college's management to recommend changes to policies, practices, and procedures. Guidance on issues requiring in-depth knowledge of specialized programs is provided by offices specializing in those fields, e.g., the financial aid office, graduate division, or student learning center, OR by the chair/dean and faculty of the department/school/college. May administer funds for student programs. |
Department Custom Scope
| This position serves as the Graduate Student Affairs Officer for three graduate programs: Hispanic Studies, Tri- Campus Classics, and Comparative Literature and Foreign Languages. Under the general direction of the department Faculty Graduate Advisors, FAO, and Department Chairmen, the incumbent carries out curriculum advising, graduate admissions, recruitment and outreach, student enrichment and academic development activities, student funding (fellowship grants, and academic student employee opportunities), employment and payroll process, enrollment management, matriculation and graduation degree checks, and program reporting and evaluation. Responsible for interpretation and implementation of appropriate policies, regulations, and procedures. Working closely with Comp Lit/Hispanic Studies Cluster FAO, department Chairmen, 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, academic student employee, 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; 5) Program Development and Management; 6) Academic Student Employee Payroll and Onboarding; and 7) Enrollment 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. The department is offering a flexible schedule to include remote work and on campus work. This position is a student facing position and will be required to work on campus a minimum of 3 days per week. Subject to change depending on department needs. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's Degree in related field | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Recruitment and Admissions: Plans and 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; utilizing in-depth knowledge of the organization's admissions criteria, helps rank applicants for admissions; evaluates domestic and international transcripts for degree eligibility; initiates and arranges student recruitment visits. | 20 |
| Devises TA and other academic student employee position planning documents, spreadsheets, and strategies in collaboration with department chairs, program directors, faculty, and other departments using detailed analytical skills. Advises graduate students, department chairs, and faculty committees on summer internship programs; develops and maintains network of departments and regional firms interested in hiring our students during the academic year. Supports faculty committees on grad student funding opportunities and summer lecturer/ associate instructor positions, including such tasks as sending out and compiling applications, gathering votes, analyzing applicant files with department chairs, and liaising with CHASS dean's office when necessary. Maintains consistent records and databases of TA obligations and eligibility for all grad students in our program. Initiates, manages, and sends out/collect all graduate student teaching contracts per department chairs' approval. Identifies and cultivates potential employers. | 20 |
| Academic Advising: Advises faculty on departmental/school/college and university policies and procedures; reviews students' progress and advises students and faculty on requirements for degree/program completion; identifies students with progression problems and recommends interventions; devises curriculum planning in collaboration with chair/ dean and faculty, and with other departments. | 10 |
| Financial Aid: Oversees the administration, evaluation, and awarding of student fellowships, grants, scholarships, and other awards; advises students on financial aid options of the organization and extra-mural fellowship opportunities; oversees processes for equitable assignment of Graduate Student Instructors (GSIs)and coordinates GSI assignments each term. | 10 |
| Applying professional student services concepts, provides the full range of student services to student population served by the organization. | 5 |
| Student Conduct: Responsible for interpreting organization policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination. | 5 |
| Student Orientation: Oversees and may conduct orientations of new students. | 5 |
| Events: Plans and implements complex, high-visibility student events, such as commencements. | 5 |
| Career Counseling: Advises department/college/school students on the job market process, and the standards and norms specific to the student's field of study; advises on summer internship programs; develops and maintains network of departments and regional firms interested in hiring summer students. | 5 |
| Plans, designs, and provides workshops for students, such as information about the organization, or academic strategies and enrichment programs. | 5 |
| Provides advice and assistance to students and scholars regarding complex U.S. visa and immigration procedures, compliance issues, and employment eligibility/authorization. Coordinates and implements programs and workshops to support and retain international students/scholars. Makes referrals to off campus and community resources. | 5 |
| Schedules, proctors, and maintains record of the following exams and defenses for all graduate students in both departments: language exam, MA Portfolio defense, written and oral qualifying exam, prospectus defense, dissertation defense. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to work in a team environment and provide leadership. Ability to maintain confidentiality at all times. | Required |
| Skills in service orientation, organization, active listening, and critical thinking. | Required |
| Interpersonal skills. | Required |
| Knowledge of University processes and procedures, and understanding of University rules and regulations. | 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 |
| 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. | 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. Excellent interpersonal skills including tact, diplomacy, adaptability, and skills in recognizing politically sensitive situations, maintains confidentiality of student records and advisory discussions. | Required |
| Solid verbal and written communication skills. | Required |
| Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. | Required |
| Skill in independently researching questions and making appropriate contacts for problem solving. Experience with managing multiple deadlines and interruptions in a detail-oriented environment | Required |
| Ability in problem identification and reasoning; ability to develop original ideas to solve problems. | Required |
| Working knowledge of advising and counseling techniques. | Required |
| Knowledge of complex U.S. visa and immigration procedures, compliance issues, and employment eligibility/authorization for international students and scholars. | Required |
| Ability to multi-task, verbal communication, and written communication skills. | Required |
| Advanced skills to effectively use current software applications such as MS PowerPoint, Excel, Word, and Access | Required |
| Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. | Required |
| Multicultural competencies; ability to work with diverse populations. | 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 and experience with University of California policies and procedures of administrative service units (i.e. Graduate Division, Registrars' Office,Academic Senate) and 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 UCR on-line applications such as on-line student information, courses registration, course maintenance, data query, and teaching evaluation systems. Skill in exporting/importing data from or to different software applications and skill in organization, summarizing and analyzing data. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General 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 |