Graduate Student Advisor

University of California - Santa Cruz; Mountain View (CA); Hybrid; USD 62,000 - 84,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

UC Santa Cruz Baskin Engineering’s Silicon Valley Campus seeks a Graduate Advisor to manage Professional MS programs. The role covers advising, enrollment policies, and program coordination across BE.

Under the Director of Graduate Affairs, you will support recruitment, admissions, financial management, and records to ensure high-quality services for students and faculty.

Qualifications

• Bachelor’s degree in a related area or equivalent experience.
• Working knowledge of advising and counseling techniques.
• Ability to understand, develop, and present budgetary information.
• Ability to research, interpret, and apply complex policies.
• Ability to conduct research and recommend solutions independently.
• Good judgment and decision‑making skills.
• Ability to prioritize, organize work, and meet deadlines.
• Strong verbal communication skills.
• Strong interpersonal and written communication skills.
• Ability to oversee and document use of financial resources.

Responsibilities

• Provide full range of graduate student support on registration, degree requirements, and policies.
• Monitor student progress and identify retention risks.
• Advise students and faculty on university policies.
• Assist with enrollment management and data analysis.
• Lead graduate admissions processes and coordinate budgeting.
• Maintain graduate records and update website content.

Skills

Advising skills

Budgeting

Policy interpretation

Research skills

Verbal communication

Written communication

Interpersonal skills

Time management

Diversity awareness

Decision making

Education

Bachelor's degree in related area

Job description

This position is located at the Silicon Valley Campus in Santa Clara, CA.

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.

Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

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

Originally founded in 1997, Baskin Engineering (BE) 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 ongoing 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.

Baskin Engineering champions new ideas and upholds the UCSC Principles of Community.

JOB SUMMARY

Under the direction of the Director of Graduate Student Affairs, the Graduate Advisor serves as the primary specialist for Professional MS graduate degree programs at the Silicon Valley Campus. The incumbent is responsible and accountable for the overall development, oversight, and coordination of all programmatic activities and support services for graduate programs. While graduate advisors divide primary workloads along departmental lines, they collaborate closely to reflect the interdisciplinary nature of BE academic programs - frequently cross‑advising students and providing coverage or backup for one another as needed.

With this wide scope of responsibility, the Graduate Advisor applies knowledge of policies and procedures pertinent to graduate education at UCSC generally and BE specifically to problem‑solve while interacting directly with faculty and graduate students in BE programs. Ensuring consolidated and cooperative services for all graduate students, the incumbent is often required to move seamlessly between unique programs with separate requirements and distinct tracks of study.

APPOINTMENT INFORMATION

Budgeted Salary: $61,530 - $83,685/year. Salary commensurate with skills, qualifications and experience.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full‑time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri. Hybrid work schedule with 3 days in person (Tues, Wed, Thurs)
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Silicon Valley (Santa Clara, CA)

Union Representation: SV Union

Job Code Classification: 005156 (STDT SVC ADVISOR 3 SV)

Travel: Never or Rarely

JOB DUTIES

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.
• Assesses 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.
• Monitors student progress throughout the year, identifies students with progression problems, and recommends interventions.
• Serves as the program's resource for graduate matters.
• Advises 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 the Director of Graduate Affairs of changes being considered to ensure that actions comply 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 for enrollment management.

25% - Recruitment and Admissions

• Provides leadership and management of the annual graduate student recruitment and admissions process.
• Advises prospective applicants on necessary academic preparation and the appropriateness of a program for the prospective applicant's goals.
• Supports faculty efforts as needed to meet the 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 affairs events, such as graduate student visit day (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 ensure that all recruitment and retention activities serve a diverse graduate student population and adhere to University regulations.

15% - Financial Aid & Management

• Oversees administration of fellowships, return‑to‑aid, and other fund sources, and administers these funds as well as graduate travel, outreach, and enrichment funds.
• Works with the financial coordinator, research accountants, and the business office to ensure accuracy of data.
• Oversees internal operating budget for degree programs.
• Maintains accounting and initiates reimbursements, projects expenses, and reconciles ledgers.
• Compiles and provides financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean, and BE Director of Finance.

10% - Graduate Student Records & Website Maintenance

• Maintains the internal graduate student database and shared server files, including records related to academic progress, personal information, and alumni data.
• Gathers data and generates regular, ongoing, quarterly, periodic, annual, or ad hoc statistical reporting for reviews, internal and external surveys, enrollment figures curriculum analysis, and 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.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Working knowledge of advising and counseling techniques.
• Demonstrated ability to understand, develop, and present budgetary and financial information.
• Demonstrated ability to research, interpret, and apply complex policies, procedures, and information.
• Demonstrated ability to conduct research and recommend or implement solutions on own initiative and authority.
• Good judgment and decision‑making skills.
• Problem solving skills with the ability to identify issues and recommend solutions.
• Demonstrated ability to prioritize and organize work, resolve both complex and routine problems in a timely manner, meet deadlines, and work with frequent interruptions and distractions.
• Strong verbal communication skills, with the ability to disseminate information in a clear, accurate, and effective manner.
• Strong interpersonal skills with the ability to work effectively with diverse populations.
• Strong written communication skills.
• Ability to oversee and accurately document use of financial resources in compliance with University requirements.

PREFERRED QUALIFICATIONS

• Experience serving and supporting graduate students.
• Knowledge of University‑specific computer application programs.
• Knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.

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

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.

• "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

In compliance with the Jeanne Clery Campus Safety Act, the Annual Security and Fire Safety Report (ASFSR) is available at: https://chancellor.ucsc.edu/annual-security-reports/.

This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

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.