Job Details

Graduate Advisor

  2023-03-24     University of California Santa Cruz     Santa Cruz  

Graduate Advisor

Location: Santa Cruz

Job ID: 50719



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: 04-13-2023


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 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 and compliance, 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.


Budgeted Salary: $61,500 - $70,900/year. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 2

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: 004575 (STDT SVC ADVISOR 3)

Travel: Never or Rarely


50% - Academic Advising

• Independently provides the full range of graduate student support on a variety of issues including registration and enrollment policies and procedures, degree requirements, administrative issues, withdrawal and readmission, departmental and campus programs, and graduation. 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. Monitor student progress throughout the year, identify students with progression problems, and recommend interventions.

• Serves as the department resource for graduate matters. Advise students and faculty on departmental, Graduate Division, and University policies and procedures. Analyzes data carefully to implement or recommend effective courses of action, or improvement of department procedures regarding all aspects of the graduate student experience. Informs Director of Graduate Affairs of changes being considered to ensure that actions are in compliance with Graduate Division and University Regulations.

• In collaboration with relevant staff and faculty, participates in the annual Curriculum and Leave Planning (CLP) processes. Provides ongoing oversight and support with respect to enrollment management.

25% - Recruitment & Admissions

• Overall leadership and management of the annual graduate student recruitment and admissions process. Advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to prospective applicant's goals. Supports faculty efforts as needed to meet organization's recruitment and admissions goals. Provides guidance to admissions committees in ranking applications and available fund sources for admission offers. Processes and submits all decisions to the Graduate Division for formal offers of admission, financial aid, and fellowships. Provides individualized follow-up with admitted students to determine their needs and facilitate their acceptance of admission.

• In coordination with relevant staff, faculty, and students, plans and implements complex, high-visibility student affair events, such as graduate student visit day (i.e., Open House) and new student orientation. Plans, designs, and provides workshops for students, such as information about the organization, or academic programs. Attends department graduate student events as required.

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

15% - Financial Aid & Management

• Oversees administration of fellowships, return-to-aid, and other fund sources, and manages these funds as well as graduate travel, outreach and enrichment funds. Works with the financial coordinator, research accountants and the business office to assure accuracy of data.

• Oversees processes for equitable assignment of Graduate Student Instructors (GSIs) and coordinates GSI assignments each term.

• Oversees internal operating budget for degree program(s). Maintains accounting and initiate reimbursements, projecting expenses and reconciling ledgers. Compiles and provide financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean and BE Director of Finance.

10% - Administrative Operations

• Maintains the internal graduate student database and shared server files, including such records as relates to academic progress, 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. Ensures integrity and quality control, including computer security, and student data confidentiality.

• Responsible for routinely updating website content on the BE graduate advising web pages, including student handbooks, and maintaining accurate information.

• Other duties as assigned.


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

• Thorough knowledge of advising and counseling techniques.

• Knowledge of University-specific computer application programs, such a Google, Excel and Microsoft.

• Ability to research, interpret, and apply complex policies, procedures and information, and to recommend solutions on own initiative.

• Problem solving skills with the ability to identify and resolve both complex and routine problems in a timely manner,

• Judgment and decision-making skills.

• Demonstrated ability to prioritize and organize work, meet deadlines, and work with frequent interruptions and distractions.

• Excellent interpersonal skills with the ability to work effectively with diverse populations.

• Excellent verbal communication skills; ability to disseminate information in a clear, accurate, and effective manner.

• Excellent written communication skills

• Ability to understand, develop and present budgetary and financial information.


• Thorough knowledge of the University policies, procedures and requirements.

• Thorough knowledge of Baskin Engineering policies, procedures, and requirements.

• Experience serving and supporting graduate students.

• Knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.

• Ability to manage, and accurately document use of, financial resources in compliance with University requirements.


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

• Ability to work long periods of time at a computer with or without accommodation.

• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.

• Ability to work a variable schedule.

• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.

• Ability to travel to multiple work locations on and off campus.

• Ability to maintain appearance and conduct suitable for working in a professional setting.

• 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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