Student Affairs Coordinator

Payroll Title: Student Academic Advisor 2

Job Code: 004544

Job Open Date: 11/13/2024

Application Review Begins: 12/02/2024 (Open Until Filled)

Department Code (Name): CHEM (CHEMISTRY DEPT)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $25.77 to $31.00/hr. 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 $25.77 to $43.58/hr.

Work Location: Chemistry - 1005

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

Benefits Eligibility: Full Benefits

Special Instructions:

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

Department Marketing Statement:

We represent all branches of chemistry, from materials chemistry to chemical biology. Our 46 faculty, including two Nobel Laureates, a graduate program in Chemistry and Biochemistry, postdoctoral researchers, and staff are all dedicated to exploring the frontiers of chemical science. We pride ourselves in a strong collaborative research environment, an ethos maintained by our connection to several interdisciplinary research units on campus.

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 Student Affairs Coordinator ("Coordinator") provides academic and instructional support for all undergraduate, graduate and doctoral emphasis program services within the Department of Chemistry & Biochemistry. The Coordinator provides administrative support, including, but not limited to: planning department events, graduate recruitment, and other outreach activities; quarterly course coordination, course evaluation coordinating and processing, process BARC course fees; manages department articulation process, and ordering program and instructor supplies. Assists the undergraduate and graduate advisers with advising enrolled and prospective students on all aspects of their academic experience. The Coordinator is solely responsible for the administration of the departmental Disabled Students Program, which requires substantive knowledge of University, College, and departmental policies and procedures and the ability to interpret from various academic and administrative offices. Assists with preparation of digital and print materials, uses social media platforms to connect with students, alumni and community members to promote the department and its programs, and department website maintenance. Works collaboratively and in coordination with the Undergraduate and Graduate Advisers, Student Affairs Manager, Department Chair and Business Officer in a team environment to complete administrative tasks related to graduate and undergraduate matters in the department.

Required Qualifications:

• Basic knowledge of advising and counseling techniques.
• Familiarity with Academic Advising or Peer Mentoring.
• Bachelor's Degree in related area or equivalent experience and/or training.
• Skilled in computer applications, including word processing, data management and analysis, and visual presentation software.
• Good organizational and interpersonal skills.
• Ability to organize, prioritize and complete work accurately with frequent interruptions.
• Ability to work well independently as well as part of a team.
• Creative problem solving.
• Able to exercise good judgment, common sense, and discretion, while providing careful attention to detail

Special Conditions of Employment:

• Some evening and or weekend hours will be required for special annual events.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 30% Advising - Under the general supervision of the Student Affairs Manager and serving as part of the Student Affairs Team advises prospective, incoming and continuing students on the undergraduate and graduate programs. Advises on major and program policies and procedures; assesses, communicates and records students academic progress. In collaboration with the Undergraduate Advisor, assists students in understanding degree requirements for the Chemistry Pre-major, B.A., B.S., Minor, Biochemistry B.S. and B.S. Chemistry/M.S. Material Sciences Programs. Resolves scheduling conflicts, advises on special eligibility requirements such as honors programs, distinction in the major, research, internship, and involvement opportunities. Assists with change of major petitions and transcript evaluation. Collaborates with department's Graduate Advisor on the Chemistry PhD program and Chemistry/TEP Joint Graduate Degree Program to answer questions regarding program requirements and processes related to registration and degree milestones. During admissions season, advises prospective students on the application process, admissions criteria and program requirements.
• 25% Undergraduate Program Support - Department DSP Accommodations - Coordinates all Disabled Students Program exam accommodations (300+ per quarter) adhering to ADA and campus policy specifications, as directed by the Disabled Students Program. Serves as primary liaison between students, instructors, Testing Center and DSP staff. Reviews departmental procedures for DSP exam accommodations and recommends updates/changes to the Student Affairs Manager (SAM). Communicates and updates instructors on changes in policy Collects syllabi and exams from instructors and maintains exam schedule information for all Chemistry courses in which DSP students are enrolled. Makes all reasonable efforts to accommodate DSP student requests. Chemistry Course Articulations - Principal contact for campus academic units, students, four-year college personnel and the public for chemistry course articulation requests. Manages the development, design and coordination of the department's articulation system to determine course equivalencies for students transferring coursework to UCSB from community colleges, UC, CSU and private institutions, UCEAP universities, etc. Facilitates collection of relevant material (syllabus, textbooks, course description, etc.) from students for faculty review and communicates faculty decision.
• 20% Student Affairs Support - Works collaboratively and in coordination with Student Afffairs Team to complete administrative tasks related to graduate and undergraduate matters in the Department. Assists with development and coordination of recruitment publicity materials, website and newsletters. Assists with annual awards and graduate ceremony preparation and planning. Quarterly: Uses Student Access and Retrieval System (STAR) to access and/or input student, course, TA and instructor information. Prepares and edits the IRAL report ensuring acccurate instructor/TA/course tracking. Responsible for ESCI survey ordering and distribution of Teaching Assistant evaluation results. Orders textbooks and course reserves for all courses offered in the Chemistry Department. Coordinates exam/copy job orders with outside vendors; Facilitates communication with faculty to ensure procedures and policies for copy jobs are followed. Processes lab course fees. Coordinate and ensure grades are submitted by the deadline and assist with resolving discrepancies.
• 15% Graduate Program Support - Assists the Graduate Advisor with management of academic files for new and continuing students and assists with preparation of forms and petitions. Assists with coordination of graduate admissions and recruitment activities, new graduate orientation, professional development and other outreach events. Assists with evaluating domestic and international transcripts and uploading documents to applicants' files.
• 10% Department Support and Miscellaneous Duties as Assigned - Maintains departmental public forum displays, including but not limited to LCD monitors, bulletin boards, and social media sites; seeks and/or creates new content for these areas. Other duties as assigned by the Chair, MSO, or Student Affairs Manager.

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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