Dean of Graduate Programs jobs in Santa Barbara, CA

Payroll Title: Student Services Advisor 2

Job Code: 4574

Job Open Date: 03/10/2023

Application Review Begins: 03/27/2023; open until filled

Department Code (Name): EEMB (Ecology, Evolution, & Marine Biology)

Percentage of Time: 100%

Union Code (Name): 99 - Non-Represented

Employee Class (Appointment Type): Career

FLSA Status: Non-Exempt

Salary Grade Type/Grade: PSS / 18

Hiring/Budgeted Salary or Hourly Range: $24.81 - $27.44/hr.

Full Salary Range: 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 salary range is $24.81 - $39.85. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $24.81 - $27.44/hr.

Work Location: Life Science Building room 4310

Working Days and Hours: Monday-Friday; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Eligible for Remote or Hybrid Work: Not Eligible

Special Instructions

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

Department Marketing Statement

In the Department of Ecology, Evolution, & Marine Biology we study how living organisms interact with their environments and with each other, shaping and being shaped by the world around them. Our research interests span biological scales from the physiology and morphology of the individual, to the behavior of groups, to the functioning of ecosystems. We examine how organisms function in their present environments, how they have been shaped by their evolutionary past, and how they may adapt to a changing world. By addressing basic scientific questions, we lay the foundational knowledge for addressing some of the world’s most pressing environmental issues. We’re fortunate to be based directly on the California coast, allowing us to conduct research and teach in a myriad of terrestrial, freshwater, and marine environments including the oceanic and coastal Pacific, estuarine, subtidal and intertidal marine coastal ecosystems, and mountain, chaparral, oak woodland, desert, island, and coastal terrestrial and freshwater habitats.

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 all aspects of the Ecology, Evolution, and Marine Biology and Interdepartmental Graduate Program in Marine Science graduate office including recruitment, admissions, financial management, fellowships, TAships, and student support and program requirements administration. Advises approximately 105 graduate students with emphasis in individualized graduate research training that highlights innovative, cross-disciplinary research with over 36 research groups in EEMB covering Ecology with Ecosystem, Evolutionary, Physiological, Plant Community, or Population emphases, Algal Physiology, Ecology and Systematics, Behavioral Ecology, Biology of Arthropods, Biology of Deep Sea Animals, Biological Oceanography, Bioluminescence, Ichthyology, Invertebrate Biology, Limnology, Macroevolution, Mathematics Biology, Parasitology, Plant Systematics and Evolution (Biochemistry Systematics, Biosystematics, Taxonomy), Population Genetics, Stream Ecology, Vertebrate Evolution, Morphology, and Systematics, Comparative Physiology, Endocrinology, Pharmacology, Biogeography and Macroecology and 20 research groups in IGPMS covering Biological Oceanography and Marine Biology, Marine Chemistry, Ocean Physics, Optics and Remote Sensing, Marine Geology, Geophysics and Paleoceanography, Maritime Anthropology and Policy. The Graduate Advisor also provides solutions and alternatives to complex academic, financial, personal problems as necessary to assist students with normal progress to degree. The experienced professional works autonomously analyzing and resolving problems on a case by case basis. The Graduate Advisor works directly with faculty making recommendations on student's progression and requirements as well as placing the students in the best fit research environment as needed.

Required Qualifications

• Bachelor's Degree In related area or equivalent training and/or experience.
• 1-3 years experience working in higher education with Student Affairs, program management, and knowledge of admissions and matriculation practices and processes across different higher education systems including Community College, California State University, and University of California Systems.
• Good communication skills.
• Ability to work with a diverse population of faculty, staff, and students.
• Be a team player as well as work autonomously.
• Proficient computer skills, including Microsoft Office Suite.

Preferred Qualifications

• Knowledge of University policy and procedures.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

• 30% Advising/Counseling Graduate Students - Provides advice and assistance to approximately 105 graduate students (EEMB/IGPMS) in the PhD, PhD/MA, MA degree ensuring progression for degree requirements. Evaluates all petitions and advises the students on different options, policies, and procedures. Provides solutions and alternatives to the students in regards to academic, financial, personal affairs as necessary. Disseminates Graduate Division information to all graduate students. Monitors progress to degree and counsels students on meeting requirements, maintaining progress, and processing and reviewing appropriate paperwork. Refers students to faculty while also providing faculty with student academic information and research interests. Makes appropriate referrals in regards to any complications involved with the degree program. Annual degree checks, verifies and confirms degrees working in conjunction with Graduate Division. Advises students on fellowship opportunities, campus employment, research opportunities, and career placement. Enforce departmental and University regulations regarding course/unit requirements and limitations, and facilitate changes in enrollment forms throughout the quarter. Informs students and faculty of UC and Departmental policy changes, deadlines, and fellowship, postdoctoral and employment opportunities. Advises students coming from other institutions in the middle of their degree program. Advises new students, prepares and gives an annual orientation on specific UC graduate program policy and procedure. Advises, identifies, recruits, and assigns to courses Graduate Teaching Assistants within EEMB while also collaborating with IGPMS, MCDB, BMSE, and Bren. Works with faculty to match appropriate student instructors. Due to the ratio of undergraduate to graduate enrollment, the EEMB graduate advisor must work outside the department to search for qualified and competent TAs. The advisor must delicately balance a complex schedule for both students and faculty while staying within the requirements of the union. Maintains all graduate student records including confidential files, employment files, databases on student progress, statistical data on admissions, continuing students, and alumni. Develops databases/spreadsheets to organize and report data as required. In conjunction with the curriculum committee, participates in planning academic curriculum. Works with the Chair, Manager, and Undergraduate Advisor to make recommendations on graduate courses, number of graduate instructors available, and ensure graduate students are able to meet requirements. Also advises curriculum committee on complex issues involving the discrepancies in undergraduate to graduate student enrollment. Makes recommendations on the availability of teaching assistants versus graduate student researchers. Responsible for verifying conditions of employment for all exceptions to the Graduate Division below 3.0

• 20% Recruitment and Admissions - Oversee and manage all aspects of graduate student admissions and recruitment with an average of 200 applicants per year. Receive, process, evaluate admissions requirements, compile GPA statistics for review, and make recommendations for fellowship programs. Counsel prospective students on availability of department and UC programs, requirements and procedures, including screening applications for outstanding students. Provide financial information for domestic and international students. Manage application review process, working closely with faculty graduate advisor and the Graduate Division. Meets with prospective students and provides insight about academic programs, departmental and campus resources, supports financial reimbursements and hotel accommodations. Participates at in person recruitments with California Diversity Forums, and Feeder Schools (UC Santa Cruz and Davis). Respond to all inquiries regarding admission requirements and recruitment issues. Work with faculty on meeting with recruits, matching up applicants' interests to faculty research. Manages all aspects of the admission process, working with faculty and the Graduate Division to meet budget goals, and ensure regulations and deadlines are met. Designs and implements database for record-keeping of statistics on all recruitment activities. Serves as Liaison between the EEMB and IGPMS Programs, Graduate Division, Registrar's Office, Disabled Students Program (DSP), Americans with Disabilities Act (ADA), Distressed Students, Counseling & Psychological Services (CAPS), Office of International Students and Scholars (OISS), and the English for Multilingual Students (EMS) for all matters relating to the EEMB and IGPMS Graduate programs.

• 30% Financial Management - Manages the graduate student budgets including TA allocations, Block Grant, graduate student recruitment budget and all aspects of Fellowships such as University Fellowships, and EEMB and IGPMS Fellowships including but not limited to: Storke, Shamberg Burley and Ezal. This process also includes applications, review and notification process. Suggests sample financial aid packages based on the Graduate Division's Block Grant allocation, informs the committee on students' academic status in order to coordinate the fellowships. Processes all employment paperwork for Teaching Assistants quarterly and adheres to Union contract agreements. Enters appointments into PPS and fee offsets and graduate insurance in GSFR system. Reviews expenditures and ensures department stays within the budget in all categories. Reviews students' fees and billing information on BARC statements to confirm fellowships and grant payments were processed. Recommends processes for disseminating financial awards and is responsible for consistency and adherence to university and agency guidelines when allocating funds. Drafts and oversees budget for recruitment funds. Advises Faculty advisor on which students grant money can be allocated to. Develops financial memos to Graduate Division in order to receive request for outreach and recruitment funds, block grant carry forwards, and diversity funding.

• 20% Policy Administration - Researches, recommends, and implements policy and programmatic changes in consultation with Faculty Graduate Advisor, Department Chair, and Department Manager. Informs faculty of changes in union and university policies due to graduate matters. Provides Department Manager with information, impact, and long-term outcome of revised policies. Complex calculations involving workload and standards for domestic and international teaching assistants to ensure Graduate Division, UC policy, and Union regulations are met. Reviews and determines if teaching assistants are getting paid to meet the requirements. Calculates and reconciles on a quarterly basis TA percentages to meet the general curriculum plan submitted and approved by the Dean's office. Gathers and analyzes data from professional organizations and other programs, universities, and departments. Initiates meetings when problems arise, advising on precedents and solutions. Works with other campus departments on data, policy, and how to best accommodate graduate students and continue their career path. Ensure dissertations are complete and meet the requirements for the Graduate Division and Library. Serve as ad hoc member of the Graduate Committee. COMMUNICATIONS AND MARKETING - Revises Graduate Student Handbooks and develops departmental recruitment materials. Manages updates for departmental websites. EVALUTION AND ASSESSMENT Contributes to the construction of department Performance Learning Outcome assessment plan and data collection. CURRICULUM AND SCHEDULING Revises curriculum and departmental updates in university catalog and degree worksheets. Schedules course meetings for MARC 595 (IGPMS) Course/Seminar. Provides hotel accommodations for guest speakers and files stipend paperwork for student organizers. Collects list of elective courses being offered by external departments.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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 – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by 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 and Notice of Availability of the UCSB Annual Security Report Disclosures