An Academic Advisor works independently to counsel and advise students, faculty, and staff on University-wide, campus-wide, and departmental graduate academic policies and procedures. This role involves working with numerous graduate academic departments and a wide array of degrees, certificates, and emphases, ensuring graduate student retention and degree completion.
Responsibilities
Counsel and advise students, faculty, and staff concerning University-wide, campus-wide, and departmental graduate academic policies and procedures
Work with approximately 50 graduate academic departments and over 85 degrees, certificates, and emphases
Advise graduate students, individually or in groups, about academic standards, degree requirements, progress to degree and degree completion, and requests for exceptions to policy
Coordinate with graduate academic programs to ensure departmental requirements reflect UC or UCSB graduate requirements
Work with departments and students to maximize graduate enrollment each quarter
Share responsibility for the entry of degree milestones into Graduate Division and Registrar's Office systems
Supervise students in the filing of electronic theses and dissertations
Work with the Director of Academic Services and academic departments and programs to foster graduate student retention and degree completion
Work as a collaborative member of the Academic Services team
Cross-train with staff in the Academic Services Unit section to provide back-up support for all duties and tasks assigned to the unit
Work with staff from other Division units to facilitate the timely and accurate dissemination of information for enrollment, employment, and commencement to other offices on campus
Update procedures in the section desk manual and assist in training of work-study
Directly advise graduate students about academic standards and deficiencies, degree and interdisciplinary requirements, progress to degree and degree completion, enrollment procedures and regulations, student petitions, and requests for exceptions to policy
Communicate clearly and effectively campus graduate degree, credential, and interdisciplinary emphasis program requirements to students
Assist graduate students in clarifying procedures for the completion of master's theses and doctoral dissertations
Increase student awareness of educational and supportive resources available to them across campus
Help students to articulate and work toward academic and personal development
Work with students and their departments to seek continuous and maximum enrollment each quarter
Adapt and apply student development and cross-cultural advising/counseling models to aid students with adjusting to the university
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Consult with students with urgent issues or problems, including students in personal and/or emotional distress, and exercise judgment in referring to appropriate campus resources
Work with faculty and staff to resolve routine student problems; refer problematic cases to Assistant Director or Director
Interpret University requirements to assist departments with student advising
Communicate with academic departments concerning graduate academic policy and procedures and changes made by the Graduate Council or Graduate Dean
Provide training to staff graduate advisors in academic departments to ensure they are knowledgeable about graduate academic policy and procedures
Train and coordinate with other Graduate Division staff to ensure consistent interpretation and application of academic policy and procedures
Maintain expert knowledge, interpretation, and communication of University academic policies and procedures governing graduate students
Resolve problems and make informed recommendations affecting completion of degree requirements
Contribute to design, implementation, and evaluation of revisions in graduate education policy or procedure
Identify and evaluate policy issues, formulate effective strategies, and help implement them in collaboration with the Director and Graduate Division Deans
Independently analyze and render decisions on routine student petitions and requests, and when necessary make recommendations to the Deans on requests for exceptions to college and university policies
Share responsibility for the graduate degree award process for over 70 degrees, credential and interdisciplinary emphasis programs, verification of degree milestones, and compilation of quarterly degree lists
Conduct degree audits to verify that students have completed the required level of coursework, language, and quarters of residency required by Graduate Council and individual departments
Ensure that master's and doctoral committee nominations, doctoral advancement to candidacy and defense forms comply with Graduate Council policy
Ensure accurate online entry of degree milestones and degree completion in Graduate Division and Office of the Registrar databases
Maintain Graduate Division records regarding current requirements for all campus graduate degree, credential and interdisciplinary emphasis programs, ensuring that they comply with University requirements
Monitor departmental and interdisciplinary program actions and publications to ensure compliance with University policy and procedures
Maintain integrity of hardcopy and database historical records of student academic performance and degree completion
Serve as a Graduate Division liaison to various offices which serve graduate students
Reconcile the office Accounting ledgers to the student payments of petitions, advancement to candidacy, and filing fee on a monthly basis
Share in the training and supervision of student workers for the section
Revise, update, and generate departmental forms, FAQ sheets and form letters as needed
Help manage the Commencement Registration system
Help coordinate day-of activities for Commencement
May be required to perform special projects and other duties as assigned
Requirements
Bachelor's degree in related area and/or equivalent experience/training
1-3 years of experience working with a high level of detail and high degree of accuracy in application of policy, procedures, review of documents and data entry into multiple systems
1-3 years of experience with word processing (Microsoft Word), spreadsheets (Excel), online systems, and databases (Microsoft Access)
Ability to interpret, apply, and disseminate a wide scope of policy and procedure regulations approved by the Office of the President, Academic Senate/Graduate Council and Graduate Division
Ability to assimilate, analyze, and communicate complex information from multiple sources
Strong interpersonal skills for effective interaction with graduate students, faculty, staff, and other campus offices
Ability to work under pressure and prioritize tasks to meet hard campus deadlines
Demonstrated strong oral and written communication skills
Ability to work independently and within a close team
Nice to have:
Skill in defining a problem or goal, identifying the key issues relevant to it, and finding or recommending the appropriate solution
Benefits
Full benefits
Excellent retirement and health
Important Details
Application deadline: 10/29/26
Schedule: Monday-Friday, 8:00am-5:00pm
Work format: Hybrid (Both UC & Non-UC locations)
Special Conditions
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment
Misconduct Disclosure Requirement
As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
UC Vaccination Programs Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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.
About the Company
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