Initial Review Date (IRD) The Initial Review Date for this job is: 07-15-2020
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Dept Marketing Statement The Baskin School of Engineering (BSOE) is a dynamic professional school environment with a strong focus on expanding graduate programs at the MS and PhD levels. Faculty and graduate students come to BSOE from all over the world, bringing a global perspective to emerging challenges in 21st Century engineering education, and creating a culturally and intellectually diverse community for collaborative interdisciplinary research and teaching.
The Office of Graduate Student Affairs in BSOE is responsible and accountable for the overall development, management and coordination of all programmatic activities and support services related to graduate programs. This wide scope of responsibility requires extensive knowledge of pertinent policies and procedures pertaining to graduate education at UCSC generally and BSOE specifically, as well as the ability to interact and problem solve directly with faculty and graduate students in various BSOE programs. Each BSOE graduate program is unique, with separate requirements and distinct tracks of study, which requires the incumbents to move seamlessly between programs while ensuring consolidated and cooperative services for all graduate students.
BSOE faculty significantly rely on the Office of Graduate Student Affairs to independently manage support services, coordinate policy implementation, correctly interpret and apply policies and procedures, advise faculty on issues requiring direct faculty involvement, ensure graduate student welfare, manage resources, and guide the continued expansion of BSOE graduate programs in accordance with academic planning goals.
Under general direction of the Director of Graduate Student Affairs, the Senior Graduate Student Advisor will serve as primary administrative manager of all matters related to the existing (and future) graduate degree tracks in the Computer Science and Engineering (CSE) Department. The incumbent will manage the day-to-day operations of CSE graduate programs, including short and long range planning, financial management, and direct supervision of two Graduate Student Advisors (SSA4, SSA3).
Pay, Benefits, & Work Schedule Starting Salary Range: $70,000 - $80,000/annually. Salary commensurate with qualifications and experience.
Benefits: This position is eligible for Full benefits.
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Monday - Friday
Employee Classification: This is a Career appointment.
Union Representation: No
Work location: UCSC main campus
Job Duties 30% - PROGRAM PLANNING & ADMINISTRATION
Incumbent is responsible for all matters related to the existing graduate programs within the CSE department, as well as any forthcoming degree programs that would be developed and implemented within CSE. Advise faculty on a variety of student issues, working with the department leadership to recommend changes to policies, practices, and procedures. Research, interpret, clarify and apply University policies and requirements regarding graduate study for both faculty and students of CSE. Analyze data carefully to implement or recommend effective courses of action, policy or procedural changes.
Manage all activities and develop/implement procedures to facilitate the day-to-day operation of the graduate program(s) to ensure fulfillment of requirements and long-range plans established by the Graduate Division, Graduate Council, department chairs, and graduate directors.
In collaboration with the department manager, chair, and graduate director, participate in the annual Curriculum and Leave Planning (CLP) processes. Provide ongoing oversight and support with respect to enrollment management.
Provide administrative expertise and program information to the Director of Graduate Affairs, Associate Dean, and Graduate Directors. Advise them regarding decisions being considered to ensure that actions are in compliance with Graduate Division and University regulations. Serve as primary department liaison and counsel to the Graduate Division. Responsible for establishing effective and cooperative working relationships with Graduate Division personnel and other campus and off-campus agencies. Serve as department liaison at campus meetings pertaining to graduate issues.
15% - GRADUATE STUDENT COUNSELING & ADVISEMENT
Serve as lead advisor for graduate students in CSE. Independently advise students and resolve student-related issues on the full range of academic issues and other matters. Assess student needs, goals, problems, and personal adjustments relating to or affecting their academic performance, including sensitive and confidential student welfare issuesresolution of which contributes to graduate student retention.
Counsel and advise continuing and on-leave students regarding degree requirements and programs, course selection, professional goals, academic probation, corrective action and/or dismissal, leaves, sub-specialties within the degree programs and cooperative programs, transfer credits, and exceptions to requirements.
Provide customized support and outreach with respect to students enrolled in any professional degree programs within the primary department served, including advising students via periodic visits to the Silicon Valley campus.
Monitor the academic progress of graduate students throughout the year, and alert faculty advisors of any potential problems. Provide information and support to faculty during the annual graduate student review. Determine status of each student's academic progress and make recommendations to faculty in determining a course of action for students who are not making normal progress towards the degree. Keep graduate director(s) apprised of student's progress or lack or progress. Refer academic probation and dismissals to the Graduate Dean for action.
Resolve conflicts, facilitate discussions as needed, and provide mediation in matters involving graduate students. Interact compassionately and diplomatically with students. Use professional judgment to make referrals as appropriate to campus and community supportive services. Counsel students in matters related to student welfare issues (such as housing, health services, and transportation).
Review, approve, or refer all student petitions and other actions as required.
Serve as a liaison and resource to personnel in other offices including the dean's office, Registrar's, Graduate Division, International Programs, and academic departments to resolve problems, coordinate activities, and verify information.
Oversee internal operating budgets (block, MIP, etc.) for graduate program(s). Maintain accounting and initiate reimbursements, projecting expenses and reconciling ledgers. Compile and provide financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean and BSOE Director of Resource Planning & Management.
Independently identify and strategically develop financial support for graduate programs. Responsible for the planning, hiring, and coordination of student support for Graduate Student Researchers (GSR), Teaching Assistants (TA), and Graduate Student Instructors (GSI). Oversee the administration of fellowships, block grant allocations and other fund sources, and manage these funds as well as graduate travel, outreach and enrichment funds. Work with payroll personnel, research accountants, and the business office to assure accuracy of data. Disseminate assignments and any revisions to teaching assistants, staff, Graduate Division, business office and faculty. Verify employment eligibility. Distribute information regarding general job responsibilities to teaching assistants. Comply and interpret requirements of the TA union contracts and keep apprised of any changes due to negotiations or directives from Labor Relations and adjust policy and procedures accordingly. Advise appropriate graduate director of any performance problems.
Responsible for managing the annual graduate student recruitment and admissions process. Supports faculty efforts as needed to meet organization's recruitment and admissions goals. Provide guidance to admissions committees in ranking applications and available fund sources for admission offers. Process and submit all decisions to the Graduate Division for formal offers of admission, financial aid, and fellowships. Provide individualized follow-up with admitted students to determine their needs and facilitate their acceptance of admission and coordination of referral to faculty advisors for issues involving the academic program.
Advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to prospective applicant's goals; evaluates domestic and international transcripts for degree eligibility.
In consultation with the Graduate Director and/or Admissions Chair, incumbent is responsible for planning, implementing, managing and evaluating complex, high-visibility student activities/events including graduate student visit day (i.e. open house) and new student orientation.
In consultation with the Director of Graduate Affairs, Associate Dean, and Graduate Directors, determine the most effective methods to promote and advertise the graduate programs on a national and international level. Compose, edit and oversee the production of promotional materials including poster, brochure and web sites, adhering to publication, admission and recruitment schedules. Set criteria and supervise correspondence and mailings.
Work with BSOE faculty to assure that all recruitment and retention activities promote diversity of our graduate student population and adherence to University regulations.
5% - GRADUATE STUDENT RECORDS & WEBSITE MAINTENANCE
Maintains the internal graduate student database and shared server files, including such records as relate to financial support, academic progress, TA, GSR, GSI assignments, personal information, and alumni data. Gather data and generate regular, ongoing, quarterly, periodic, annual, or ad-hoc statistical reporting for reviews, internal and external surveys, enrollment figures and curriculum analysis, and for general analysis. Ensure integrity and quality control, including computer security, and student data confidentiality.
Develop, oversee, update, and edit selected content for the CSE graduate advising web pages.
15% - STAFF SUPERVISION AND TRAINING
Develop long-range plans for staff organization and development.
Incumbent directly supervises, trains, assigns workloads, and mentors two full time Graduate Student Advising staff (SSA4, SSA3). Supervisory duties include recruitment, training, workload management, retention, performance appraisals and evaluation, professional development, and corrective action.
Bachelor's degree in related area and / or equivalent experience / training.
Advanced knowledge of advising and counseling techniques.
Demonstrated experience in human resource management, including handling and responding to a wide spectrum of issues. Demonstrated ability to supervise staff.
Skills in monitoring / assessing people, processes or services, to make improvements.
Demonstrated ability to work independently exercising initiative and judgement in the performance of responsibilities. Strong leadership, organizational, negotiation, decision making and management skills.
Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management, and financial reports.
Ability to manage, and accurately document use of, financial resources in compliance with University requirements.
Demonstrated ability to prioritize and organize work and resolve both complex and routine problems in a timely manner, meet deadlines, and work with frequent interruptions and distractions.
Demonstrated strong interpersonal and customer service skills. Ability to work effectively with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.
Proven interpersonal skills in written and oral communications with the ability to communicate clearly and effectively with a wide variety of individuals and to make effective public presentations.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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