Staff Graduate Advisor

Payroll Title: Blank Assistant 3

Position Number: 40077902

Job Code: 004722

Job Open Date: 07/03/2025

Application Review Begins: 07/18/2025; Job open until filled

Department Code: BMSE - Biomolecular Science & Engineering

Percentage of Time: 50%

Union Code: CX (Clerical)

Employee Class : Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description: PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $31.18/hr. 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 $28.44 to $40.76/hr.

Work Location: Ellison Hall - 2705

Working Days and Hours: M-F; within 8am-5pm: hours and schedule may vary

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid will be considered

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

Department Marketing Statement:

Interdisciplinary Program in Quantitative Biosciences (IPQB) at UC Santa Barbara enables cutting-edge research and provides post-graduate education at the interface between the Biological, Physical, and Engineering Sciences. We are an integral component of UCSB's widely recognized strength in interdisciplinary research. Drawing its faculty from eight departments and two colleges, IPQB is uniquely capable of developing outstanding young scientists well-versed in quantitative aspects of modern biological science, and ready for leadership positions in multidisciplinary research.

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:

The Graduate Program Advisor is responsible for coordinating all aspects of the graduate program in the Interdisciplinary Program in Quantitative Biosciences (IPQB) as they relate to graduate study including admissions, recruitment, outreach, advising, counseling, organize seminars, teaching assistantships and fellowship awards, and occasionally course matters. Candidate must possess broad knowledge of University policies and procedures regarding graduate affairs and be able to interpret regulations from various administrative offices for students and faculty; serves as primary point of contact and advisor to current graduate students (~40) on a wide range of matters concerning the academic programs in IPQB; must possess strong communication and interpersonal skills to serve as effective liaison between graduate students, the program faculty & committees, and the Graduate Division; and must possess strong organization & computer skills.

Required Qualifications:

• High School Diploma or GED.
• Through knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Preferred Qualifications:

• Bachelor's Degree or equivalent training and/or experience.
• 1-3 years of administrative / clerical experience.
• 1-3 years of experience working in a diverse academic setting.
• Experience in advising or higher education advising.

Special Conditions of Employment:

• Satisfactory conviction history background check
• 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:

• 50% Advising/Counseling - Inform and advise current graduate students (~ 40) regarding University and program regulations and procedures governing the Ph.D. & MA programs. Advise students regarding petitions while reviewing petitions for appropriateness and accuracy and interpreting procedures and policies for students and faculty. Counsel students regarding special problems, complaints, suggestions, and if necessary direct them to the appropriate committee, individual, faculty/staff, or University resource. Arrange exams for students with faculty committee members when needed and provide such faculty with a concise summary of the student's record with recommendation if appropriate. Monitor student progress and notify the Program, faculty, and Graduate Division regarding the completion of Ph.D. oral qualifying exams, and MA degree requirements. Enforce departmental and University regulations regarding course/unit requirements and limitations, and facilitate changes in enrollment forms throughout the quarter(s) (i.e. add/drop and clerical errors). Inform students and faculty of UC and program policy changes, deadlines, and fellowship, postdoctoral and employment opportunities.
• 20% Administrative/Related Duties - Disseminate seminar announcements to appropriate parties and set up refreshment at the weekly seminars. Initiate and maintain files for all graduate students in the IPQB Program, including reviewing grade reports and informing faculty grad advisor of student progress. Coordinate and schedule M.A. comprehensive exams and Ph.D. oral and written qualifying examinations. Assist in revision of graduate sections of the General Catalog for program and Guides to Graduate Study. Compile various statistical data. Prepare and submit annual NSF Graduate Student Support Survey. Serve as ad hoc member of, and secretary to, the Graduate Committees. Schedules and attends, as appropriate, meetings of the IPQB Graduate Committees. Assist in coordination of IPQB class scheduling with faculty and the Registrar's Office when needed. Coordinate ESCI course evaluations and teaching evaluations. Various and other duties as assigned.
• 20% Admissions - Coordinate all aspects of graduate student admissions (~ 100 each year) including receiving, processing, evaluating necessary requirements, and compiling GPA statistics for review. Counsel prospective students on graduate program, requirements, and procedures, including screening applications for outstanding students to recommend for special fellowships. Coordinate application review process, working closely with program manager, faculty grad recruitment committee, and the Graduate Division, while maintaining files and adhering to a timely review schedule. Coordinate travel itineraries for selected recruitment applicants (~20/yr) and arrange interviews with various faculty members. Maintain accurate records of all applications, recording Program recommendations, and forwarding all relevant materials to the Graduate Division. Correspond with and inform domestic students of their acceptance into the Department. Notify Graduate Division of program's recommendations to deny domestic students and to accept or deny all foreign students. Counsel students regarding registration and enrollment procedures and maintain all records of enrollment and registration. Plan, coordinate, and facilitate an introductory orientation meeting and other activities for new graduate students each year in the fall. Maintain an alumni database and track alumni of our graduate programs, conveying this information to the Graduate Division and program.
• 5% Recruitment/Outreach - Electronically dispense graduate program information & advise to interested prospective students. Participate in recruiting opportunities when applicable. Support the development and maintenance of graduate recruitment materials for the program, both printed and web-based. Coordinate the annual graduate program retreat and orientation. Serve as liaison between Program, Graduate Division, Registrar's Office, International Students & Scholars Office, and ESL for all matters relating to graduate program.
• 5% Awards/TAships/Fellowships - Advise program on University guidelines and policies for fellowships, including suggesting sample financial aid packages based on the Graduate Division's Block Grant allocation to the program, informing coordinating department of students' academic status/progress and previous/current awards, coordinating the allocation of fellowships to new and continuing students, composing/transmitting award letters, and recording all correspondence and evaluations from the program with respect to fellowships. Also, manages the allocation and accounting of recruitment block grant funds for IPQB. Counsel students on availability of financial support (University and extramural funding) and procedures for applying. Coordinate program review of TAship applications, including initiating the screening and processing of TA applications, assisting faculty in identifying qualified and available students, and coordinating TA appointments with associated departments.

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 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 and Fire Safety Report Disclosures

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'.