General Information
| Payroll Title | STDT AFFAIRS OFCR 1 | Title Code | 004354 | Grade/Step | 06 | Working Title | Graduate Student Advisor |
|---|---|---|---|---|---|---|---|
| Department Name | Multidisciplinary Admin Unit D | Supervisor | Diane Monroe | Department Head | Diane Monroe |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| Standard office equipment; computer, printer, copier, scanner, fax, and calculator. |
Position Purpose
| Serve as the Graduate Student Affairs Advisor under the general direction of Faculty Graduate Advisors, Chairs, and the Financial and Administrative Officer (FAO) of the Multidisciplinary Financial & Administrative Unit (MDU). Responsible for curriculum advising, graduate admissions, recruitment and outreach, student enrichment and academic development activities, matriculation and graduation degree checks, and program reporting and evaluation. Interpretation and implementation of appropriate policies, regulations, and procedures. Work closely with Faculty Graduate Advisors, Chairs, and FAO to develop 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. Must be able to maintain confidentiality and fairness in administering standards and procedures for the programs. Advise faculty, staff and students regarding policies and procedures in all aspects of graduate student affairs. The major functional areas of responsibility include: 1) Advising and Administration of Continuing Graduate Students; 2) Admissions; 3) Recruitment and Outreach; 4) Program Development and Management; and 5) Financial Support. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Advising and Administration of Continuing Students | 40 |
| Independently provide academic and programmatic advising to new and continuing graduate students in attaining educational and career goals. Meet with and counsel students at various stages to review academic progress; provide information on course and program requirements, exam requirements, advancement to candidacy; and final degree processing. Develop and deliver new student orientation and advise continuing students on matters related to degree completion, academic progress, and financial support. Provide consultation on exceptions to department and/or Graduate Division requirements, placement with faculty mentor, changes in major advisor, and the composition of thesis committees. Identify students with grade or progress problems and work with students to determine reasons for academic difficulty and possible corrective action to be pursued. Provide active listening and support to students through sensitive and sometimes crisis situations. Using independent judgment, refer students to campus resources, and facilitate intervention when necessary. Offer professional advice based on theories and knowledge of teaching, learning, and human development. Confirm that students have met requirements for degree completion including ascertaining the use of transferred units in meeting college and major requirements. Provide information on policies and procedures to students, faculty, and the public as needed. |
|
| Admissions | 20 |
| In addition to providing information on basic admissions requirements to prospective graduate students, provide guidance and analytical support to the prospective student and the graduate admissions committee regarding the graduate admissions process, degree requirements, transfer units, exceptions to application requirements, international and domestic transcript evaluation, and financial support planning. Develop and implement procedural systems to ensure consistent and reliable methods by which applicant files are reviewed. Independently advise graduate Advisory/Admission Committees and faculty on campus and departmental academic regulations, enrollment process, degree requirements, policies, and practices related to graduate student affairs. Assist in identifying the strongest applicants using quantitative and qualitative analysis of the cases, knowledge of department areas of emphasis, and faculty specialties, interest, and past decisions. Evaluate applicants by assessing the applicant's overall record, including GPA, recommendation letters, publications, school ranking, etc. Evaluate international transcripts and translate transcripts to U.S. 4.0 system. Maintain accurate records of the decisions of the Graduate Advisory/Admission Committees. Prepare written correspondence to document decisions of the Committees. Serve as liaison to Dean's Office, Registrar, Graduate Division and other organizations/central offices relative to the admission of graduate students. Prepare reports as needed. |
|
| Recruitment and Outreach | 15 |
| Develop informative and innovative promotional communications for prospective graduate students, comprehensive outreach and recruitment strategies, departmental open house events, campus visits, etc. Develop event calendars, taking into consideration the timing of key events and programs, the roll-out of new initiatives, and the availability of resources. Develop and coordinate outreach and recruitment strategies that build on college-wide and campus-wide efforts. Create outreach campaigns geared toward targeted audiences. Deliver persuasive messages with consistency and professionalism utilizing press releases, mass mailings, announcements, or promotional materials in a variety of communication mediums. Establish relationships with higher education institutions and represent the university in outreach efforts at these institutions. Represent the campus and departments at college fairs, serving as a graduate admissions representative and recruiter. Assist committees in evaluating the effectiveness and outcomes of the recruitment/outreach programs and recommend changes to improve outcomes. Establish and build relationships with prospective graduate student applicants, connecting them with faculty, student organizations, campus event leaders, etc. Communicate with applicants and prospective applicants by phone, in writing, and in-person throughout the admissions process. |
|
| Program Development and Management | 10 |
| Manage program-specific projects under the direction of Faculty Graduate Advisors, Chairs, and/or FAO. Develop and maintain statistical data concerning recruitment, admissions outcomes, retention, and prepare reports in a variety of program-related areas. Provide analytical support in the development and implementation of new graduate programs/courses. Serve as liaison to Dean's Office, Registrar, Academic Scheduling, Graduate Division and other organizations relative to the admissions, recruitment and administration of graduate student affairs. Serve as support for Graduate Program review committees and as liaison between internal and external committees during a review. Maintain graduate student inactive and active academic files. Working in collaboration with Chairs and committees of all MDU programs, prepare undergraduate and graduate course proposals in the Course Request and Maintenance System (CRAMS) 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. |
|
| Financial Support | 10 |
| Advise incoming and continuing students regarding their financial support packages. Communicate thorough and detailed understanding of the components of the financial package to students, faculty, FAO, and Graduate Division (e.g., TAs, GSRs, fee remission, fellowships, etc.). Maintain records/reports on Awards Based on Employment (ABE). Serve as the liaison with Graduate Division regarding ABE and Remission report updates. Analyze and monitor on-going student financial support packages to ensure that packages are sustainable given departmental and program resources. Independently perform all aspects of payroll/personnel for Teaching Assistants, Readers, Graduate Student Researchers, Projectionists, and Student Assistants, including recruitment, PPS entry, Family Medical Leaves, Worker's 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. |
|
| Other | 5 |
| Other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in a related field; and an equivalent combination of college education and professional experience. Demonstrated experience working with students in an academic environment. Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. Organizational and time management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast paced environment. Analytical skills and the ability to independently research questions and make appropriate contacts for problem solving. Excellent writing skills to independently compose letters, memos, reports, and other written communication for a variety of audiences, using correct spelling, grammar, and composition skills. Budget management skills and ability in the practical application of fractions, percentages, performing routine statistical, and mathematical computations. Ability to interact and communicate effectively, both orally and in writing, with a diverse group of students, faculty, professional staff, administrators, and campus personnel. Ability to and maintain cooperative working relationships and work in a team environment. Excellent interpersonal skills including tact, diplomacy, adaptability, skill in recognizing politically sensitive situations, and maintain confidentiality at all times. Skill using Windows platform applications such as Microsoft Word and Excel. Hired applicant must successfully pass a background check through the Department of Justice. |
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
Experience supporting a graduate program in a university environment. Knowledge of higher education institutional policies and procedures governing graduate student admissions, advising, acceptable academic progress, student records, and student employment. Demonstrated experience in using on-line applications such as on-line student information, course registration, course maintenance (CRAMS), data query, degree certification, and the payroll personnel system. |
|
| Posted Position Purpose |
|---|
| Serve as the Graduate Student Affairs Advisor under the general direction of Faculty Graduate Advisors, Chairs, and the Financial and Administrative Officer (FAO) of the Multidisciplinary Financial & Administrative Unit (MDU). Responsible for curriculum advising, graduate admissions, recruitment and outreach, student enrichment and academic development activities, matriculation and graduation degree checks, and program reporting and evaluation. Interpretation and implementation of appropriate policies, regulations, and procedures. Work closely with Faculty Graduate Advisors, Chairs, and FAO to develop 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. Must be able to maintain confidentiality and fairness in administering standards and procedures for the programs. Advise faculty, staff and students regarding policies and procedures in all aspects of graduate student affairs.
The major functional areas of responsibility include: 1) Advising and Administration of Continuing Graduate Students; 2) Admissions; 3) Recruitment and Outreach; 4) Program Development and Management; and 5) Financial Support. |
| Posted Minimum Requirements |
| Bachelor's degree in a related field; and an equivalent combination of college education and experience. Demonstrated experience working with students in an academic environment. Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. Organizational and time management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast paced environment. Analytical skills and the ability to independently research questions and make appropriate contacts for problem solving. Excellent writing skills to independently compose letters, memos, reports, and other written communication for a variety of audiences, using correct spelling, grammar, and composition skills. Budget management skills and ability in the practical application of fractions, percentages, performing routine statistical, and mathematical computations. Ability to interact and communicate effectively, both orally and in writing, with a diverse group of students, faculty, professional staff, administrators, and campus personnel. Ability to and maintain cooperative working relationships and work in a team environment. Excellent interpersonal skills including tact, diplomacy, adaptability, skill in recognizing politically sensitive situations, and maintain confidentiality at all times. Skill using Windows platform applications such as Microsoft Word and Excel. Hired applicant must successfully pass a background check through the Department of Justice. |
| Posted Preferred Qualifications |
| Experience supporting a graduate program in a university environment. Knowledge of higher education institutional policies and procedures governing graduate student admissions, advising, acceptable academic progress, student records, and student employment. Demonstrated experience in using on-line applications such as on-line student information, course registration, course maintenance (CRAMS), data query, degree certification, and the payroll personnel system. |