Undergraduate Advisor

Position Number: 40033514

Payroll Title: Student Academic Advisor 3

Job Code: 004545

Job Open Date: 6/9/2025

Application Review Begins: 6/25/2025; open until filled

Department Code (Name): MATH (MATHEMATICS DEPT)

Percentage of Time: 100%

Union Code (Name): SV (SSAP) Student Services and Advising Professionals*

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $58,600 to $75,700/year. 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 for this position is $58,600 to $100,800/year.

Work Location: South Hall - 6607

Working Days and Hours: M-F; 8 am-5 pm In-Person

Benefits Eligibility: Full Benefits

Special Instructions:

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

*Important Additional Information About This Position:

This position is in a job classification that recently became part of the Student Services and Advising Professionals (SSAP) bargaining unit. This is a newly-established unit that is exclusively represented by the United Automobile, Aerospace and Agricultural Implement Workers of America (UAW).

The University and the UAW will begin bargaining over the terms and conditions of employment for the SSAP unit in Summer 2025. Until such time as a Collective Bargaining Agreement can be fully agreed-upon and ratified, the terms and conditions of employment for positions in the SSAP unit will continue to be governed by Personnel Policies for Staff Members (PPSM). Additional information regarding the SSAP bargaining unit can be found at https://ssap-uaw.org.

Department Marketing Statement:

The Department of Mathematics serves the UCSB campus by providing service courses for students taking mathematics as a requirement for a non-math major, a full list of upper division courses for our math majors and a wide variety of graduate courses that bring our graduate students closer and closer to the cutting edge research of our top-notch permanent faculty who have received numerous honors and awards. To give you a sense of scale, the Mathematics Department has more than three dozen faculty members working in subfields that cover a broad spectrum of modern mathematics, half-a-dozen visiting assistant professors, more than 60 graduate students and over 1,300 math majors and pre-majors.

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 Mathematics Undergraduate Advisor provides academic advising to undergraduates, pre-majors, and transfer students. Reporting to the Student Affairs Manager, this pivotal role provides comprehensive academic advising and plays an integral part in supporting student success and engagement within one of UCSB's largest academic departments. The incumbent will guide academic planning, degree progress, and policy interpretation while also contributing to the development and coordination of high-impact programs-including new student orientation, transfer articulation, recruitment and outreach initiatives, the Mathematics Achievement program, and internship opportunities. The advisor also oversees the department's Peer Advising Program, providing leadership and mentorship to student staff. A key liaison between the department and UCSB offices, faculty, community colleges, and the Undergraduate Program Committee. Additional responsibilities include maintaining accurate student records, managing academic data, assisting with curriculum planning and scheduling, and participating in ongoing assessment and improvement of student services. #LI-KA1

Required Qualifications:

• Bachelor's degree in a related area and/or equivalent experience/training.
• Excellent written and verbal communication skills.
• Strong organizational and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Proficient in the use of Microsoft Office Suite (Word and Excel) and comfortable with learning new online systems.
• Demonstrated ability to work independently and collaboratively.
• Knowledge of advising and counseling techniques.

Preferred Qualifications:

• Familiarity with academic advising or peer mentoring in a college/university setting.
• Thorough knowledge of undergraduate advising and counseling techniques.
• Knowledge of UCSB's campus policies, academic requirements, and procedures, particularly those of the Department and the College of Letters & Science.
• Working knowledge of university student information systems (e.g., GOLD, STAR, UCSB Curriculum Manager, etc.).
• Experience working with students from diverse backgrounds and supporting equity and inclusion in student services.
• Ability to interpret and apply academic policies and procedures.

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:

45% Academic Advising and Counseling

• Serves as the primary academic advisor for undergraduate students pursuing five mathematics majors and two minors, as well as for prospective students preparing to enter the major. Provides both individual and group advising on program requirements, course planning, enrollment procedures, and academic and university policies. Offers expert guidance on departmental rules and broader UCSB regulations to ensure students receive accurate and comprehensive support.
• Advises all UCSB undergraduate students required to take mathematics courses, including those across 17 departments in the College of Engineering, 33 degree programs in the College of Letters and Science, and all relevant programs in the College of Creative Studies. Maintains a thorough understanding of the academic requirements and policies across these colleges to provide accurate, policy-compliant advising.
• Coordinates and leads workshops and informational meetings related to academic planning, career options, independent study, senior theses, internships, and other undergraduate opportunities. Reviews and processes change-of-major petitions into the five mathematics majors, evaluating eligibility and providing approval or denial accordingly.
• Provides personalized academic counseling, assisting students in clarifying academic and career goals, developing appropriate educational and experiential plans, and identifying potential academic challenges. Assesses and interprets transfer coursework for major requirements and facilitates communication with other campus offices such as the College of Letters and Science, the Registrar's Office, and relevant academic departments.
• Meets with incoming transfer students to determine the applicability of completed coursework and guide them in planning for successful entry into the major. Supports academically ineligible applicants by helping them reassess goals and identify alternative pathways.
• Delivers academic advising to students interested in study abroad through the Education Abroad Program (EAP), including independently approving academic recommendations. Provides guidance on career pathways, graduate programs, and teacher credentialing opportunities.
• Engages with new students during Freshman Orientation and throughout the academic year, offering foundational advising and serving as a resource on math and related majors. Maintains a student-centered, equity-minded advising approach that supports students from diverse academic backgrounds.

35% Program Coordination - Curriculum Management

• Leads the coordination and implementation of undergraduate curriculum planning and course scheduling for the Department of Mathematics, ensuring the successful enrollment of approximately 13,000 undergraduates annually across various mathematics courses. Strategically manages space and TA resources to meet student demand and maximize instructional capacity.
• Prepares enrollment projections, monitors faculty workload data, and collaborates with the Student Affairs Manager to inform and execute comprehensive curriculum planning. Advises the Department Chair and Vice Chairs on course demand and resource allocation, including preparation of budget requests for additional instructional support.
• Develops the annual schedule of undergraduate mathematics courses in partnership with the Chair, Vice Chair, MSO, and Student Affairs Manager, and serves as the primary liaison to the Registrar's Office. Advises the Vice Chair on instructor selection and assignment. Coordinates quarterly course offerings, including course times and locations, to meet instructional needs and accommodate cross-departmental requirements, especially for departments whose majors require mathematics coursework.
• Administers the department's Summer Sessions program in collaboration with department leadership, ensuring that offerings align with student demand and institutional goals. Analyzes enrollment statistics and trends to inform future planning and optimize course delivery.
• Serves as the department's primary contact for curriculum- and transfer-related inquiries, including articulation, enrollment, scheduling, and degree requirements. Communicates this information to a wide range of stakeholders, including the Office of Relations with Schools, the Visitor Center, the Office of Admissions, and counselors from California community colleges and high schools.
• Oversees the department's articulation system, managing agreements and evaluating mathematics coursework from over 100 community colleges and universities. Coordinates with Admissions and external institutions on articulation issues and annually reviews and updates articulation agreements, assessing their impact on major requirements and supporting departments with mathematics prerequisites.
• Responsible for maintaining and updating general information materials for all mathematics majors and ensuring distribution to relevant UCSB and external offices. Leads departmental revisions to the General Catalog in coordination with curriculum updates and University requirements.
• Coordinates and presents orientation and training sessions for new undergraduate students, faculty, instructors, and advisors, including the development of training materials and comprehensive manuals. Acts as a key departmental resource for the Registrar's Office on matters related to articulation and graduation requirements.
• Serves as a beta testing site for numerous administrative computing initiatives in collaboration with the Office of the Registrar, supporting the implementation and feedback processes for new student information systems and related technologies.

10% Program Coordination - Placement and Prerequisite Management

• Oversees all aspects of the Department of Mathematics' placement and prerequisite systems, including the administration of the Calculus Placement Test. Establishes and maintains policies and procedures for test administration, schedules testing sessions, and ensures the timely and accurate dissemination of information regarding testing requirements to campus departments and programs.
• Manages the development, implementation, and ongoing maintenance of a computerized scoring and results-recording system, including the integration of placement scores into the University mainframe system. Maintains comprehensive statistical data on test performance and usage to support departmental planning and student success initiatives.
• Leads the prerequisite checking process for mathematics courses, working in close collaboration with the Office of the Registrar to develop and maintain an electronic prerequisite approval system integrated with the campus-wide student information database. Reviews prerequisite records, verifies student eligibility, and ensures accurate enforcement of course entry requirements.
• Grants conditional (tentative) enrollment for students completing prerequisites in progress and confirms eligibility upon verification of successful course completion. Regularly reviews and updates course prerequisite structures for consistency with curriculum goals and student preparation needs.
• Submits course prerequisite revisions-following approval by the Undergraduate Committee and Department Chair-to the Master Course Approval process for final review by the Dean of Undergraduate Education and the Academic Senate. Ensures that all changes are accurately reflected in campus systems and student-facing materials.

5% Program Coordination - Special Programs

• Manages the Department of Mathematics' special academic programs, including the Departmental Honors Program. Oversees all aspects of the honors program, including evaluating applicant eligibility, tracking student progress, soliciting faculty recommendations, and coordinating communication with relevant campus offices regarding successful program completion.
• Coordinates multiple departmental awards and honors, identifying eligible candidates, managing the application and nomination process, and supporting the faculty review committee during the selection process. Organizes the department's annual Mathematics Awards Reception, overseeing all event logistics and communications.
• Serves as the course instructor for Math 94, a specialized course designed to support the academic and social transition of incoming mathematics transfer students. Offered every Fall quarter, the course introduces students to the UCSB Mathematics program and connects them with broader campus resources and opportunities.
• Acts as the Staff Advisor for the STEEM Scholars Program, providing quarterly academic advising to scholars and monitoring their progress. Reports student standing and eligibility updates to the Center for Science and Engineering Partnerships to ensure continued access to funding and program resources.
• Collaborates quarterly with the UCSB Extension Program, the Accelerated Study Access Program, and the Education Abroad Program to assess course availability and ensure alignment with the academic needs of their respective student populations.
• Represents the Department of Mathematics at key campus outreach events.

5% Miscellaneous Responsibilities

• Drafts official correspondence on behalf of the Department Chair and Vice Chair related to student affairs, enrollment matters, and other academic issues as needed. Manages the undergraduate exit survey process, including the electronic distribution of surveys to graduating or departing students, and compiles and analyzes the resulting data to support departmental assessment and continuous improvement efforts.
• Coordinates with faculty on the recruitment and hiring of quarterly readers to support course instruction. Provides general assistance to the Student Affairs Manager as needed, contributing to the overall efficiency and responsiveness of the department's student services operations.

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.

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