Undergraduate Program Advisor

Job Posting Details

Payroll Title: Student Academic Advisor 3

Job Code: 004545

Job Open Date: 09/17/2024

Application Review Begins: 10/02/2024 (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: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $58,600 to $70,992/year. 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 $58,600 to $100,800/year.

Work Location: Chemistry - 1005

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Potential hybrid after initial training and/or probationary period

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.

Sitting directly on the shores of the Pacific Ocean, with views of the Channel Islands to the south and the Santa Ynez Mountains to the north, UCSB’s department of Chemistry and Biochemistry offers a uniquely attractive combination: cutting-edge, world-class research in an unparalleled physical setting.

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 Undergraduate Program Advisor (UPA) is responsible for 6 distinct and complex degree programs in Chemistry and Biochemistry, including a Pre-Chemistry B.A., Chemistry B.A., Chemistry B.S., Biochemistry B.S., Chemistry Minor, and joint 5-year undergraduate and graduate-level Chemistry B.S.-Materials M.S. The UPA acts as the primary academic advisor for approximately 700 undergraduate students in Bachelor of Arts and Bachelor of Science degree programs, while also serving more than 5,000 students from all three colleges (Creative Studies, Letters and Science, and Engineering) required to complete Chemistry courses. The UPA formulates and initiates policies within the undergraduate program and applies skills as a seasoned, experienced academic adviser. Provides advice to students on the full range of departmental requirements, and recommends solutions to progression and requirement issues.

Required Qualifications

• 1-3 years of experience in establishing and maintaining effective working relationships with peers, faculty, students, administration and others.
• Bachelor's Degree in related area and / or equivalent experience and / or training.
• Excellent skills in judgment and decision-making, problem solving.
• Ability to multi-task and work under tight deadlines and heavy demands of advising services.
  
  

Preferred Qualifications

• 1-3 years of experience in the assessment of the learning needs of individual students based on the students’ skills, goals, responsibilities and experiences.
• 1-3 years of experience working in higher education or similar environment.
• Thorough, in-depth knowledge of academic advising and counseling techniques for higher education programs.
• Knowledge of multiple majors related to the study of Chemistry and Biochemistry or majors who may require Chemistry and Biochemistry course work as part of their programs.
• Substantive knowledge of and ability to interpret University, College / school, and departmental policies, procedures, and requirements regarding undergraduate student affairs as well as the ability to interpret from various academic and administrative offices.
  
  

Special Conditions Of Employment

• Evening and/or weekend hours may be necessary for special annual recruitment activities for the department.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment
  
  

Job Functions And Percentages Of Time

• 50% Academic Advising - Independently performs departmental advising duties described below or delegates basic advising as needed or appropriate to Undergraduate Program Coordinator (UPC) and/or Student Peer Advisors (SPA). Individual Academic Counseling: Provides advice and assistance to students on all aspects of their academic experience, including progression and requirement matters for all current and prospective departmental BS/BA/BS-MS majors and minors. Advises on special eligibility requirements such as honors programs, distinction in the major, research, internship, and involvement opportunities; Evaluates transcripts and determines degree-applicability of transfer work. Confirms that students have met requirements for degree or minor completion when there are no clear precedents or articulations, such as interdisciplinary programs or when transfer work is involved. Advises students on a wide range of course possibilities and/or ways to complete degree requirements that may not be clearly defined. Independently reviews, processes and acts on petitions for major requirements and graduation matters; Reviews and maintains responsibility for petitions initiated by the UPC or SPAs; Maintains signatory authority of the Department Chair; Handles moderate to complex advising issues. Exercises independent judgement in determining which complex cases require additional review by the Student Affairs Manager (SAM), Undergraduate Faculty Advisors, Curriculum Committee/Chair, Department Chair, or instructor(s), offering expert advice. Individualized academic advice to all students (science and non-science majors) seeking to complete or receive credit for coursework in Chemistry and Biochemistry; Oversee the development, design and coordination of the department's course articulation system, including evaluation of courses from other public and private institutions. Provide active listening and support to students through sensitive and sometimes crisis situations, using independent judgment. Refer students to campus resources when necessary Academic Probation, Restriction and Dismissal: Identifies students with GPA or progress problems, advises students, and apprises the Undergraduate Faculty Advisor(s), SAM and/or Chair and recommends appropriate courses of action (e.g., academic probation, dismissal), including blocking students from taking further departmental courses and/or de-majoring students. Determines barriers, distractions, and complications affecting a student's academic success, helps students recognize these key non-academic issues, assists with the development of an appropriate academic plan and setting realistic goals, and makes appropriate referrals for additional therapeutic counseling and/or assistance from other units. Independently or conjunctively with the SAM and Chair acts on appeals for major reinstatement; Exercises judgment about relevance of student hardships
• 20% Program Coordination - Curricular Matters: Actively participates as non-faculty member of the Curriculum Committee. Interprets existing policies and initiates new policies to ensure the undergraduate program meets student needs while maintaining the goals and standards set by the department and college. Analyzes and evaluates major requirements, course requirements, and prerequisites. Strongly recommends and initiates changes and reports to the Curriculum Committee & Faculty Undergraduate Advisors regarding programmatic problems and the effect of curriculum changes on undergraduate programs. Notifies the appropriate college office of approved department course/program changes resulting from quarterly and annual analyses and review. Ensures updates are published in the General Catalog; Submits new course information and current course updates/modifications via the on-line Master Course Approval (MCA) system. Assists faculty with determining course scheduling needs for student progression to graduation. Analyzes enrollment trends. Participates in planning academic curriculum in collaboration with chair, departmental administrative staff and other departments to ensure student's progress through course sequences, avoid conflicts, and ensure compliance with organization-wide policies. Maintains waiting lists and analyzes student demand in order to justify support requests; Re-evaluates all statistics and projections for follow-up with the Dean's Office. Disabled Students Program: Oversees and provides backup as needed to the UPC's administration of departmental Disabled Students Program; Monitors and ensures accuracy of over 300 quarterly exam and quiz accommodations completed by UPC; Ensures departmental adherence to ADA, department and DSP policy specifications; Identifies and addresses potential problems or concerns; Implements department policy governing best practices for coordination of DSP accommodations. Group Advising/Training/Presentations: Facilitate multiple orientations for a large population of domestic and international freshman and transfer students. Develop and present multiple orientations conveying to various incoming student populations all aspects of academic programs and policies. Trains new Teaching Assistants and orientation staff on departmental enrollment & waiting list procedures and policies. Special Programs: Manages all aspects of department Awards and Graduation Ceremony and actively serves as non-faculty member of the departmental Awards Committee. Coordinates undergraduate departmental awards and scholarships; solicits faculty and student nominations, identifies potential candidates and determines eligibility for each award; Ensures undergraduate award monies are properly distributed. Manages departmental honors thesis program for Distinction in the Major; Det
• 10% Instructional and Administrative Support - Instructional/Course Administration: Manages scheduling proof and collects, determines feasibility of, and implements scheduling requests from faculty; Enforces campus and system-wide scheduling policies; Reconciles problems arising from faculty and graduate student constraints, room availability and teaching conflicts; Prepares schedule adjustments and publicizes changes to the schedule; Maintains departmental teaching lab schedule, adhering to specific equipment and safety needs for each course; Independently prepares and distributes memos to faculty for all matters dealing with the undergraduate program and course offerings. Oversees and provides support and backup to UPC for the following tasks: 1) course evaluation preparation and distribution to all faculty and Teaching Assistants; Monitors and ensures accuracy of materials prepared by UPC and SPA's; 2) The completion of IRAL; 3) The coordination and submission of textbook/course material orders and Course Reserves; 4) Student Affairs and instructor supply ordering; 5) The coordination of exam/copy job orders with outside vendors; Interprets and enforces terms and conditions of current contract, including regular (at least annual) updating/renewal; Facilitates communication with faculty; 6) The laboratory fee interface transactions (totaling about $230,000 per year) with the Billing Office (BARC); Independently reviews, evaluates, and acts on requests for prorated refunds; Analyzes write-off reports and pursues delinquent charges; Maintains fee records for review/analysis by SAM, lab manager, Dept. Chair, and MSO Publications: Develops and maintains published materials related to the undergraduate program, including undergraduate areas of departmental web site, major/minor sheets, General Catalog information, and program brochures; Consults and advises Web Committee; Edits content or directs UPC to edit content in accordance with decisions of the Web Committee Develops and implements processes to streamline aforementioned instructional support tasks.
• 10% Data Collection/Reporting and Outreach - Consult and collaborate on processes and procedures with all three colleges and numerous campus control points regarding all matters relating to the undergraduate program. Frequent interaction and correspondence with college and departmental advisors whose students are required to complete chemistry courses. Manages collection of course materials and other program data for accreditation reviews by the American Chemical Society, WASC, ABET and other reviewing agencies; Independently or conjunctively with Chair, SAM, MSO drafts corresponding memos and reports for submission. Attend and participate in outreach and recruitment activities. Prepare, organize, and develop department and undergraduate program materials. Independently drafts memos/correspondence and regularly communicates student information via list-serves and other data sources.
• 10% Student Affairs Support & Misc. - Attend relevant student affairs meetings and training sessions conducted by campus and college offices and pursue ongoing professional development. Provides training evaluates performance and independently supervises undergraduate assignments given to the Undergraduate Program Coordinator and Student Peer Advisors; Evaluates performance of SPAs in all work related to undergraduate peer advising Serves as back-up for UPC and SAs when they are unavailable Assists the Student Affairs Manager with graduate program activities/events, including but not limited to New Grad Academic Training workshops, graduate student recruitment and alumni affairs events; Serves as back-up for SAM when necessary. May be required to perform miscellaneous nonessential 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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