Job Details

Senior Graduate Student Advisor

  2022-05-13     University of California Santa Cruz     Santa Cruz  

Senior Graduate Student Advisor

Location: Santa Cruz

Job ID: 35460



UC Vaccination Policy: With limited exceptions, for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.


UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 06-06-2022


UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.


Originally founded in 1997, Baskin Engineering is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the


The Baskin School of Engineering (BE) 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 BE 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 BE 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 BE specifically, as well as the ability to interact and problem solve directly with faculty and graduate students in various BE programs. Each BE 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.

BE 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 BE graduate programs in accordance with academic planning goals.

Under the general direction of the Director of Graduate Student Affairs, the Senior Graduate Student Advisor will serve as the primary administrative manager of all matters related to the current (and future) graduate degree programs and 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).


Salary Information: Salary Range: $83,400 - $106,800/year. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed

• Percentage of Time: 100%, 40 Hours per Week

• Days of the Week: Mon-Fri

• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 004579 (STDT SVC SUPV 2)

Travel: Never or Rarely



• Incumbent is ultimately 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. Assures consistency of information disseminated, uniformity of policies implemented, and adherence of the CSE advising staff, CSE students and faculty to relevant practices and deadlines.

• 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 that comply 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.


• Develop long-range plans for staff organization and development.

• Supervise, train, assign workloads, evaluates, provides professional development opportunities, and mentors Graduate Student Advising staff. Responsible for recruiting, training and corrective action of staff.


• 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.


• 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 issues—resolution of which contributes to graduate student retention. Provides direction to staff advisors on the more complex issues encountered.

• 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.

• 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 of 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.


• Responsible for managing the annual graduate student recruitment and admissions process. Supports faculty and admissions committee 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. Review all formal offers of admission, financial aid, and fellowships prior to submission. Provide follow-up with admitted students as needed.

• In consultation with the Graduate Director and/or Admissions Chair, the 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 posters, brochures, and websites, adhering to publication, admission, and recruitment schedules. Set criteria and supervise correspondence and mailings.

• Work with BE faculty to assure that all recruitment and retention activities promote diversity of our graduate student population and adherence to University regulations.


• Maintain the internal graduate student database and shared server files, including such records as related 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 and graduate student handbook.


• Bachelor's degree in related area and / or equivalent experience / training.

• Knowledge of advising and counseling techniques.

• Skills in monitoring / assessing people, processes or services, to make improvements.

• Demonstrated ability to work independently exercising initiative and judgment in the performance of responsibilities.

• Leadership and supervisory skills.

• 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.

• Organizational skills with the ability to establish priorities, delegate workloads, and manage multiple activities to meet unit, divisional, and campus goals and deadlines.

• Project Management skills.

• Ability to establish and maintain effective working relationships with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.

• Customer service skills.

• Strong written communications skills.

• Interpersonal skills with the ability to communicate clearly and effectively with a wide variety of individuals and to make effective public presentations.

• Strong knowledge of information technology systems and demonstrated ability to use computer software systems for word processing, database manipulation, electronic mail and spreadsheet software. Willingness and ability to update and increase computer skills and knowledge as needed.


• Master's degree in Higher Education Administration, Student Affairs, or a related field / and/or equivalent experience and / or training.

• 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.

• Experience serving and supporting graduate students.

• Demonstrated experience in human resource management, including handling and responding to a wide spectrum of issues. Demonstrated ability to supervise staff.


• Selected candidate will be required to pass a pre-employment criminal history background check.

• This position requires some in-person work on the main UCSC campus. The selected candidate who chooses to work a Hybrid Remote work format must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.

• The University of California has implemented a covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained


All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.


Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our tutorial for detailed instructions on our applicant process.


The University of California is an Equal Employment 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.


View full job description and access on-line application:

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; 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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