Divisional Graduate Advisor

NOTIFICATIONS

The Divisional Graduate Advisor position modality is fundamentally on-campus (not remote). We anticipate a regular one (1) day per week remote work being feasible for most weeks after successfully completing training.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 09-08-2025

ABOUT UC SANTA CRUZ

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.

DEPARTMENT OVERVIEW

Join a vibrant community of curious minds at UC Santa Cruz's Division of Physical & Biological Sciences. The diverse academic programs prepare students for advanced study and careers in research, healthcare, technology, education, policy, and emerging fields like AI, bioinformatics, and sustainability.

The Physical & Biological Sciences division includes departments such as Astronomy, Chemistry, Earth & Planetary Sciences, Biology, Math, Physics, and Ocean Sciences, along with interdisciplinary programs in areas like Environmental Science, Science Communication, and Global Health. Students benefit from access to renowned research centers like the Natural Reserve System, the Institute of Marine Sciences, and partnerships with the Genomics Institute and Lick Observatory.

More information can be found at: https://www.ucsc.edu/?s=astronomy#gsc.tab=0&gsc.q=astronomy&gsc.page=1

JOB SUMMARY

Under general supervision of the Department Manager, the incumbent provides graduate advising and administrative support for the Physical & Biological Sciences (PBSci) Division's departments as needed. Principal functional areas include: graduate admissions process, TA allocations, fellowship administration and coordination, graduate student advising and program support, seminar and colloquia coordination, and general office coordination. The incumbent works on moderately complex issues, and receives assistance on more complex issues.

APPOINTMENT INFORMATION

Budgeted Salary: $31.13/hourly - $34.00/hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Mid-level 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: Limited appointment

Job End Date: 5 months from date of hire, with possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: SS Union - Student Services and Advising Professionals (SSAP)

Job Code Classification: 004574 (STDT SVC ADVISOR 2) - Grade 18

Travel: Never or Rarely

JOB DUTIES

70% - Graduate Program Support

• Student Services and Academic Advising
• Provides advice, counsel and assistance to students on departmental and university academic regulations, Ph.D. requirements and guidelines.
• Monitors students' progress to degree. Provides timely reminders and communications of upcoming milestones to current graduate students.
• Provides information to students and faculty regarding organization policies and procedures on student conduct.
• Identifies and makes referrals for resolutions to a wide variety of intricate and complex student issues. Identifies students with progression problems and recommends interventions. Provides guidance and advice to students having unusually difficult academic problems. Advises students in emergency situations and refers to other University agencies as appropriate.
• Coordinates with International Student Services on all visa policies and procedures.
• Conducts orientation and onboarding of new students.
• Participates in campus discussions and planning relative to advising.
• Completes special projects as assigned.
• Recruitment and Admissions
• Advises prospective applicants on necessary academic preparation and application requirements.
• Assists in the preparation and distribution of any recruitment materials including updating and maintaining webpages.
• Assists with coordination of the department graduate student admission processes.
• Transmits recommendations of admission of new students including financial offer packages to the Graduate Division.
• Initiates, arranges, and provides administrative support for student recruitment visits.
• Graduate Student Financial Support
• Manages the processing of quarterly student support to include fellowships, awards, GSR and TA appointments.
• Provides advice, counsel and assistance to students and faculty on various fellowship details and parameters.
• Ensures graduate student support follows defined department policies and practices.
• Manages resolution of extremely sensitive, specialized, and / or complex financial aid issues.
• Administers department block fund allocation.
• Identifies graduate student financial needs and, following best practices, makes innovative suggestions to improve department practice.
• Reports potential issues quarterly to the manager and department chair as needed.
• Student Records
• Accurately documents student program milestones and financial support.
• Determines completion of requirements, documents and certifies them.
• Performs accurate and timely submission of required forms. Performs timely review and appropriate handling of all graduate student forms.
• Ensures FERPA and document confidentiality.
• Coordinates the annual review process of all graduate students.
• Adheres to best practices in managing student documents, records, and information, adapting as needed.
• Develops innovative techniques to effectively organize and review student information.

20% - Administrative Department Support

• Provides administrative support to ensure efficient operation of the department. Supports department manager through a variety of tasks related to organization and communication.
• Coordinates colloquia series, visitor travel, processes reimbursements and other financial documentation as needed.
• Provides backup to the department manager in their absence or during peak periods of the academic year.
• Assists with the resolution of problems or enhancement of administrative processes, recommending solutions and implementing changes as needed.
• Other general duties as assigned by department manager or department chair.

10% - Academic Personnel Support

• As needed, serves as a resource to faculty, interpreting policies and procedures associated with research appointments and reappointments.
• Assists with personnel files as assigned.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to create, format and accurately maintain databases, correspondence, forms and collateral materials with speed and accuracy, including the willingness to learn and use new computer programs and applications.
• Writing skills, including the ability to research and analyze information sufficient to produce clear, concise documents using correct spelling and grammar, paying close attention to detail and proofreading skills.
• Organizational skills sufficient to prioritize, anticipate needs of faculty, staff and students, sequence and complete assignments both independently and as a member of a team, under pressure of competing deadlines and with frequent interruptions, working from own initiative and/or following, direction, policies or procedures.
• Interpersonal communication skills with the ability to act as a resource, to give clear, concise information, provide customer service in a courteous manner, and work effectively with diverse groups of people and teams at various levels within an organization.
• Ability to assimilate from oral or written sources a broad knowledge of campus and government agency policies and procedures and apply them with consistency to individual situations.
• Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
• Demonstrated analytical skills commensurate with requirements of the job including ability to perform basic math skills; knowledge of accurate record-keeping techniques.
• Ability to exercise initiative, good judgment and discretion in handling confidential materials and matters.
  Experience working in a university or academic setting.

PREFERRED QUALIFICATIONS

• Experience with student advising at the graduate or undergraduate level.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• 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 here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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 allegations 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.

a. "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

SAFETY STATEMENT

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.

NOTICE OF AVAILABILITY

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.