Graduate Program Advisor

Position Number: 40078437

Payroll Title: Student Services Advisor 2

Job Code: 004574

Job Open Date: 4/8/2025

Application Review Begins: 4/23/2025: open until filled

Department Code (Name): GISP (GLOBAL & INTERNATIONAL STUDIES)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $26.00 to $28.49/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $25.77 to $43.58/hour.

Work Location: SSMS 2008

Working Days and Hours: Monday - Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

UCSB Global Studies is an established interdisciplinary department focused on preparing students to be active global citizens. Our curriculum provides a broad background in world history, politics, culture, and economy that will equip students to "think globally" and prepare them for the challenges of the 21st century. Our talented and diverse faculty have knowledge of multiple regions of the world, are interested in global integration of ideas, and are committed to using global thinking to transform world problems.

We have a robust and growing undergraduate major with over 800 majors. UCSB's Master of Arts (MA) in Global Studies is an innovative two-year degree program, which provides hands-on interdisciplinary research training. Alumni from our MA program have gone on to build meaningful careers in civil-society work, including media, socially responsible business, government, environmental protection, policy-research, economic development, local and international NGOs, education, law, and academia. Our PhD Program is a stand-alone degree (approximately 5-6 years), the first of its kind at a Tier-1 Research University in the United States, and the first within the University of California system. It provides a unique interdisciplinary degree for students who wish to study global issues such as conflict, immigration, human rights, environmental sustainability, global cultures, diasporas, and development from an interdisciplinary perspective.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the Business Officer, with additional guidance provided by the Chair of Global Studies and the Faculty Director of the Graduate Program, the Graduate Program Advisor manages all aspects of the current graduate programs, including the Master's Program, the PhD Emphasis Program and a PhD program. Assures that graduate students meet the academic, teaching and research requirements of both the Global Studies Program and the University. Acts as Program liaison to the Graduate Division. Identifies problems, suggests solutions, and develops procedures for graduate affairs. Advises graduate students on all aspects of the graduate program. Administers and tracks annual block grant funds, TA allocations, recruitment funds, gift funds, fellowships and grants. Responsible for the employment (UC Path) for graduate student academic employees. Provides Department and University policy and procedural information to graduate students, faculty, staff, applicants and potential applicants to the graduate program. Coordinates graduate recruitment, admission and orientation. Manages database for all graduate student records. The graduate program advisor is expected to be strongly committed to the program and to the welfare of the students, maintaining a climate of interpersonal support and exercising independent professional judgment and creative problem- solving skills.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• Demonstrated experience of interacting patiently and diplomatically with diverse constituents including students, parents, and staff.
• 1-3 years administrative and advising experience.
• Basic knowledge of advising and counseling techniques.
• Ability to be patient and maintain positive professional demeanor under deadline pressure in a high-volume, continuous public contact setting.
• Ability to identify problems, apply reasoning, and solve problems while using good judgement and decision-making skills.
• High level of organization/attention to detail.
• Strong interpersonal, public relations and oral/written communication skills including active listening, and the ability to clearly communicate detailed information.
• Ability to multitask and work independently and as a member of a team in a fast-paced environment.
• Must be willing and able to learn about departmental/school/college courses/majors, policies, procedures and requirements.
  

Preferred Qualifications:

• 1-3 years of experience working in an academic environment.
• Ability to deal with difficult situations.
• Strong computer skills and the desire to learn new software programs.

Special Conditions of Employment:

• Satisfactory conviction history background check
• CANRA (U13): Mandated Child Abuse Reporter
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 45% Advising - Advises graduate students individually on program requirements, petitions, financial aid, policies and procedures, leaves of absences, registration and enrollment procedures. Acts as troubleshooter and coordinates graduate activities/programs. Responsible for keeping students and faculty informed of campus and departmental deadlines. Maintains graduate student files. Monitors students' progress towards degree and notifies Director of Graduate Studies of any issues. Reviews and acts on petitions. Develops and maintains database to track student data. Advises prospective graduate students concerning all aspects of the graduate program. Acts as liaison with Graduate Division; ensures compliance with all Graduate Division and University policies. Works closely with the Director of Graduate Studies on various MA and PhD projects. Writes and maintains graduate course descriptions. Works closely with Undergraduate Advisor to create a "Student Affairs Division" for the Program. Contributes as necessary in the set up and operation of the MA and PhD Programs, establishing and maintaining contacts with feeder universities. Keeps Business Officer informed regarding all aspects of this position. Special projects as assigned. Develops and maintains accuracy of Graduate Student Handbook, TA Handbook, UCSB catalog and all graduate print and web materials.
• 20% Admissions - Handles publicity and information for the program. Coordinates the graduate program application process. Establishes and maintains all applicant files; corresponds with applicants, requests additional information and informs them of the status of their application. Calculates GPAs. Coordinates campus visits of prospective graduate students with the Director of Graduate Studies and appropriate faculty. Ensures applications are complete, routes the completed file to appropriate faculty, and informs Graduate Committee of exceptional candidates to the program. Attends faculty meetings where admissions are discussed. Responsible for updating information on graduate aspect of website. Responsible for obtaining and tracking recruitment funding and block grants from Graduate Division, Orfalea Fellowships, TA assignments, and graduate student employment. Keeps admissions statistics.
• 20% Financial - Writes appointment letters, requests exceptions, completes hiring forms, UC Path and Graduate Division financial portal entries for all graduate students. Acts as consultant to Global Studies Graduate Committee for all teaching assignments, fellowship and grant nominations. Participates in long-range planning for graduate program development. Creates and maintains a database of financial aid and fellowship deadlines and maintains complete files of application materials for dissemination to graduate students and faculty and ensures all are aware of fellowship/financial aid requirements and deadlines. Coordinates and organizes the material necessary for submission of applications to the proper awarding agencies requiring departmental nomination. Creates and maintains a database of graduate student awards. Advises Chair, Director of Graduate Studies, and Program Manager on matters involving fellowships, grants and TAships. Prepares necessary material for faculty meetings held for awarding Program and Graduate Division fellowships. Responsible for all accounting of Program Graduate Block Grants, GSFR, and quarterly accounting for TAships.
• 5% Career Services - Counsels students on career goals and job search strategies. Develops website resources and provides academic and non-academic job resources. Works closely with faculty advisors to help graduate students locate career positions and establish contacts in the field. Invites students to career development workshops, provides them with access to career related workshop materials, and educates them on Graduate Division resources available.
• 5% Alumni Relations - Provides strategic programmatic vision for a successful and active alumni relations career and development program. Maintains accurate and complete database with contact lists; administers the annual alumni placement questionnaire; compiles questionnaire data into reports for faculty members, and advisory board members; develops and distributes annual Global Studies MA alumni packet; administers post graduation surveys; and develops and coordinates alumni activities and events. Tracks and cultivates alumni who enter the government, non-government and corporate sector to establish partnerships, matching gifts, and qualify alumni as individuals with donor potential. Provides services to alumni with career development needs and invites alumni to career development workshops and other internal events. Develops and manages the Alumni Network Referral Program. Works closely with the Development Office, Dean and Global Studies Faculty and Orfalea Center on alumni related activities. Responsible for overseeing the annual contact of alumni to check on career status/progress and address changes and to inquire about internship and job opportunities. Manages the online career update process. Compiles employment opportunities for job listserv distribution. Responsible for creating alumni related news events and MA/PhD profiles for newsletter.
• 5% Miscellaneous - Establishes relations with Accounting, Graduate Division, College of Letters and Science, OISS, and other campus offices as necessary. Acts as preparer and backup to accounting and visa and purchasing functions. Works as a team player. Other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement:

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures; https://www.jobs.ucsb.edu/#privacy

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.