Graduate Affairs Assistant

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 11/12/2024

Application Review Begins: 11/27/2024; open until filled

Department Code (Name): CHST (CHICANO STUDIES DEPT)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44/hour. 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 $28.44/hr. to $40.76/hr.

Work Location: South Hall - 1721

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Up to 1 day a week remote, after end of probationary period.

Special Instructions:

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

Department Marketing Statement:

The Department of Chicana/o Studies provides a venue for the interdisciplinary and multi-method study of social justice as evidenced within Chicana/o/x, Latina/o/x, and Indigenous cultures, communities, and experiences. By its founding documents, the Department was created to respond to the need for critically educated members of society, including those pursuing careers in education (as K-12 teachers and counselors), in law and public policy, and in social and environmental justice non-profit organizations. Over the past fifty years, students have become advocates for their communities, aided by their education in Chicana/o Studies and now additionally they have the option of pursuing doctoral degrees in the field. The Department of Chicana/o Studies was the first in the nation to create such a doctorate and continues to lead the field with faculty producing innovative research and new Ph.D.s entering the professoriate.

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:

Under the general supervision of the Business Officer, the Graduate Affairs Assistant is responsible for administering the Graduate Affairs program (~25 MA/Ph.D students) for the Chicana/o Studies Department. In collaboration with the Business Officer, coordinates recruitment and fellowship award processing for the graduate program. Provides quarterly statistical data for students recruited, degrees awarded, fellowships, T.A. support, language exams, and time-to-degree reports for administrative purposes. Serves as liaison with the Graduate Division to provide timely information to faculty Graduate Advisor and graduate students. Analyzes and reports to Business Officer, Department Chair, and Faculty Graduate Advisor on budgetary matters regarding T.A. allocations, recruitment funds, and fellowship commitments. Maintains records for all student degrees in progress and faculty teaching evaluations. Edits write and consult with Chair and Business Officer on written publications for the graduate degree program as well as departmental newsletters, brochures and parts of the web site. Updates and maintains departmental databases. Prepares graduate course approval and changes, hires TAs on UCPath, and enters quarterly funding allocations to GradPoint.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of administrative work experience.
• Ability to interpret regulations, policies and procedures.

Preferred Qualifications:

• 1-3 years of experience working in higher education, student services, or an academic environment.
• Bachelor's Degree or equivalent experience and/or training.
• Knowledge of University and departmental policies and procedures regarding graduate affairs.
• Ability to use sound judgment in responding to issues and concerns.
• Familiarity with Online campus systems such as Gaucho Blue, GradPoint, UC Path.
• Excellent verbal and written communication skills. including the ability to effectively communicate policies and procedures to students, prospective students, and faculty.
• Demonstrated computer proficiency using standard office and educational applications.
• Strong organizational skills and ability to multitask, work under pressure, and adjust priorities when dealing with competing and complex tasks.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

• 25% Graduate Program Admin - Assists Business Officer, Faculty Graduate Advisor, and Department Chair in the management of the graduate program. Maintains a record of student progress toward completion of graduate requirements of Graduate Division and departmental requirements for the MA/PhD programs. Provides individual academic advising to graduate students within the department on progress to degree, petitions and funding opportunities. Provides assistance to the departmental Graduate Committee. Participates in policy discussions with the Business Officer, Faculty Graduate Advisor, and Department Chair, providing an informed opinion on University policies and procedures as well as departmental precedents. Is responsible to administer faculty and graduate student grants and fellowships.

• 20% Graduate and Faculty Affiliate Affairs - Provides information on the Chicana/o Studies graduate program to prospective applicants throughout the year. Answers e-mail queries daily and supervises the preparation and mailing of information packets, as needed. Provides information via phone, e-mail and in person to the public regarding the department, admission procedures, and qualifications for graduate admissions, program requirements, financial aid opportunities, and issues pertaining to the cost of living and housing. Maintains and monitors confidential student files, checking that course requirements are fulfilled and comprehensive examinations are taken at the appropriate times. Maintains or utilizes databases to track fellowships, teaching assistantships, and students' academic record in the department degree programs, completion of language requirements, degrees granted, and helps placement along with faculty of Ph. D degree graduates in professional employment. Informs and advises approximately 25 graduate students regarding University and departmental regulations and procedures governing their programs including program requirements, grades, courses, incompletes, withdrawals, financial aid, leaves, exams, and scheduling. Supervises examination schedules; contacts committee members regarding examination times and dates; routes exams, secures evaluation of examination performance. Advises Faculty Graduate Advisor of students' progress and advises students when it is necessary to consult with the Faculty Graduate Advisor. Notifies Graduate Division about completion of requirements for continuing on with advanced degree program. Prepares degree memos for the Graduate Division. Keeps students informed of financial aid and other job opportunities. Maintains close working relationships with the Graduate Division and other campus administration including and not limited to the Office of International Students and Scholars. Coordinates the production of reference letters for graduate students seeking employment. Tracks for the department, coordinates and communicates with campus faculty affiliates.

• 20% Graduate Student Funding and Fellowships - Under the general supervision of the Business Officer and Chair, oversees use of funding related to the graduate program, including fee fellowships, recruitment funds, block funds from the Graduate Division, and other fellowships. Assists with nominations to Graduate Division of candidates for funding. Prepares reports for the Business Ofcr. and Department Chair on graduate programs expenditures and surveys. Analyzes past and future graduate funding needs to supply Business Ofc. and Department Chair with long-range planning data to use in departmental budget preparation. Maintains accurate records of Teaching Assistantships and fellowship allocation (including the Block Grant fund) from the Graduate Division and College with a graduate student financial support database. Monitors TA FTE commitments over the course of the year, notifying the Department Chair and BO of any anticipated surpluses or overdrafts. Advises students of employment limitation. Advises Faculty Graduate Advisor and Graduate Comittee of eligibility requirements, and assists faculty in identifying qualified students to fill TA vacancies that occur during the year and reports to faculty. Notifies students of TA and fellowship offers, maintaining a waiting list for reassignment of awards as necessary. Tracks, monitors and processes all University forms for fellowships and tuition waivers for graduate students. Processes all employment paperwork and appointment letters for Teaching Assistants, writing exception to policy memos as necessary. Enters all graduate student appointments into UCPath (Online Payroll System). Enters fee offsets and graduate insurance into GradPoint for all graduate students who work in the department, including all readers, researchers, and assistants. Serves as liaison with the College, the Graduate Division, and other campus agencies concerning appointment and salary questions. Responsible for annual recruitment budget, and all expenditures associated with recruitment (student visits, publications, advertisements, etc.). Works with Business Ofcr. on space allocations for all graduate students and TA space.

• 10% Graduate Recruitment and Admissions Processes - Assists Graduate Admission Committee in the student recruitment and admission process to the MA/PhD program in Chicana/o Studies. Maintains a database of applications and utilizes the Graduate Division admissions database for processing applicants. Organizes and summarizes applications for reports to the admissions committee. Maintains accurate records of all applications, record department recommendations, and forward all relevant materials to the Graduate Division throughout the admission period. Initiates acceptance and rejection letters. Oversees the recruitment funds and arranges visits by prospective students, especially fellowship winners. Coordinates all aspects of campus visits including scheduling appointments with faculty and graduate students, arranging accommodations, transportation and travel reimbursements. Meets with visiting prospective students to introduce them to the department's programs. Updates and prepares orientation packets for incoming students. Provides information on housing funding opportunities, and prospective TAships to incoming students. Organizes events such as the new graduate student orientation, TA training, and faculty/staff annual receptions.

• 20% Teaching Assistant Assignments and Teaching Evals - Responsible for processing and tracking allocations from the department's temporary sub 0 fund for student teaching assistant assignments. Maintains database of eligible and committed TAships. Assesses TA needs according to established formula and confirms sections on quarterly schedule proofs. Maintains compliance with ASE union contract for all student hires, issuing appropriate award and follow-up letters. With the Undergraduate Program Assistant, assists in supervision of preparation and distribution of evaluations for ladder faculty, Unit 18 lecturers, Teaching Associates and TA teaching evaluations. Maintains a database of professor teaching evaluation statistics used in merits, promotion, and appointments in conjunction with the Undergraduate Assistant. Organizes and maintains complete documentation files and works closely with the Undergrad staff Assistant to properly administrator TA course sections.

• 5% Edit, Write, Publs., Website, and Graphic Arts - In coordination with the Business Officer and Undergraduate Program Assistant, and under the supervision of the Chair, maintains and updates the departmental website and creates new pages as needed to advertise various items. Supervises distribution on campus and bulk mailing off campus. Maintains database of mailing addresses. Annually updates important departmental publications including the graduate program brochure, departmental guidelines and language requirements, orientation materials, course flyers, and the UCSB catalog as it pertains to the department's graduate program. Produces annual award certificates, event programs, and special publications, as needed. May perform other duties as assigned.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - 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 Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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