Undergraduate Advisor

Position Number: 41264588

Payroll Title: STDT ACAD ADVISOR 2 SV (005140)

Job Code: 005140

Job Open Date: 8/28/26

Application Review Begins: 9/15/26

Department Code (Name): GSED (DEAN, SCHOOL OF EDUCATION)

Percentage of Time: 100%

Union Code (Name): SV- Student Services and Advising Professionals

Employee Class (Appointment Type): Staff: Contract

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 $27.06/hr. to $36.40/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 $27.06/hr. to $45.76/hr.

Work Location: Education Building 4105

Working Days and Hours: M-F, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Other. This position may be approved for a hybrid schedule after successful completion of the probationary period, based on supervisor approval and needs of the position.

Special Instructions:

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

Department Marketing Statement:

The Gevirtz School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

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 Academic and Student Affairs Manager supports all aspects of the undergraduate programs in the Gevirtz School of Education. Serves as one of the initial sources of information and advises current and prospective undergraduate students regarding requirements for the minors and majors offered in the departments of Education and Counseling, Clinical, and School Psychology. Monitors every aspect of progress towards degree completion and counsels students as appropriate. Initiates, maintains, and evaluates students' academic records, processes petitions, checks prerequisites, and performs other administrative tasks. Serves as a liaison to a variety of on-campus agencies, including but not limited to the Registrar's Office, Admissions, College of Letters & Science, Counseling and Career Services, Orientation Programs, Education Abroad Program, Campus Learning Assistance Services, and Disabled Students Program. Works in a team environment within the Dean's office and department offices, and as a liaison between faculty, students and staff.

Required Qualifications:

• Bachelor's Degree or equivalent experience
• 1-3 years Administrative office work
• Good organizational skills.
• Ability to multi-task with demanding time frames.
• Solid communication and interpersonal skills to effectively communicate with all levels of staff, both verbally and in writing.
• Ability to use sound judgement in responding to issues and concerns.

Preferred Qualifications:

• Less than 1 year Educational field experience
• Working knowledge of common organization-specific and other computer application programs.

Special Conditions of Employment:

• 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.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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

Job Functions and Percentages of Time:

• 65% Undergraduate Program Advising - Under the general supervision of the Student Affairs Officer, serves as the primary academic advisor for all undergraduate students within the Applied Psychology Minor, Educational Studies Minor, Science & Mathematics Education Minor, Education & Society Major, and Applied Psychology Major. Provides information and answers questions from new and prospective students about the undergraduate programs in the Gevirtz School of Education and advises on course and degree requirements, enrollment procedures, academic policies, and university and departmental rules and regulations. Advises undergraduate students on academic matters regarding program requirements and petitions, progress towards degree, confirming prerequisites and major/minor requirements are being met, and counsels students as appropriate. Processes petitions, adds degree objective to student's official degree record in STAR, performs degree progress checks and compiles clearance forms for the Registrar's Office to award minors. Maintains accurate and detailed student records. Refers students to the Undergraduate Faculty Advisors or Directors as appropriate, and advises on policies and department procedures. Advises students on progress and status in the major. Prepares petitions for the Faculty Undergraduate Advisors or Directors to review and sign. Makes GPA calculations for potential change of majors, forwards petitions to the appropriate College office, notifies students of their petition status, and advises students on how, when, and where they should submit their paperwork. Coordinates with Program Coordinator in the departments to determine which students will be added to classes via approval code. Along with the Student Affairs Officer, serves on the Gevirtz School of Education Undergraduate Matters committee and represents the school at campus advising fairs. Along with the Program Coordinators in the departments, participates in and supports coordination of orientation meetings throughout the summer for new first-year and transfer students.

• 10% Dean's Office Administration - Serves as a primary point of contact and informational resource for the GGSE Dean's Office. Maintains a public service oriented environment for prospective applicants, enrolled students, staff, faculty, donors and the general public. Acts as an ambassador for GGSE welcoming guests and visitors by greeting them, in person or on the telephone by answering or redirecting inquiries as appropriate. Assists with receiving deliveries and with the distribution of communications from the Dean's Office, including routing correspondence of a sensitive nature. Maintains a comprehensive desk manual at all times, updating processes and procedures as needed. Oversees the distribution and assigning of Education Building keys, ACCESS cards, lockers, checks. Initiates collection of keys when spaces are re-assigned. Responsible for processing one-time room reservation requests.

• 10% Undergraduate Program Administration - Uses the Student Access and Retrieval System (STAR) system to access and/or input information regarding student, course, or instructor information. Must be cognizant of and adhere to the confidentiality of information with regard to student privacy rights and FERPA laws and policies. Gathers articulation information for colleges not represented on Assist.org; compiles and updates the department's Equivalency Tracker for future reference. Collects and maintains statistical information regarding freshmen, transfers, change of majors, course enrollments and waiting lists and advises both faculty and staff to make necessary adjustments. In partnership with the Program Coordinators and Student Affairs Manager, coordinates activities for the campus Annual Spring Open House, summer orientation, recruiting events, and departmental workshops/meetings with undergraduate students. Provides back-up to the Undergraduate Program Coordinators in the departments, including but is not limited to: coordinating eGrades, ensuring instructors have access to the online grading system (eGrades), ensuring grades are submitted on time and that the process for changing grades is followed. May also assist with scheduling Undergraduate Matters Committee meetings, collecting student and enrollment data, providing necessary handouts, and preparing and disseminating minutes. Ensures that documentation is completed for decisions made by the Committee. Provides back-up to the Program Coordinators and Student Affairs Manager with matters relating to the Disabled Students Program, generating and distributing course-related interdepartmental announcements, managing list-servs, and disbursing related communication. May supervise student assistants and/or undergraduate peer advisors.

• 15% Student Affairs Office Administration - Serves as the primary point of contact and informational resource for the Student Affairs Office. Maintains a comprehensive desk manual at all times, updating processes and procedures as needed. Serves as primary responder to the Student Affairs Office email and phone line. Serves as back-up to the Student Affairs Officer and Credential Analyst. Responsible for the upkeep and maintenance of all SAO webpages; editing/proofreading webpages on a regular schedule, checking each link and verifying that they work, that all images load, all deadlines and content are updated and accurate. As needed, acts as an informational resource for prospective graduate students regarding degree programs, application and admission procedures, department, school, and UC policies and requirements, campus deadlines, degree requirements, fellowships, and financial aid. In conjunction with the Student Affairs Officer, processes approximately 850 graduate applications annually, verifying application materials and completion of requirements before electronically routing applications to the applicable department queue. Assists faculty and staff with questions regarding applicants, applications, admissions and specific departmental and UC requirements. Serves as liaison between the departments and the Graduate Division, Registrar's Office, Financial Aid, and the Office of International Students and Scholars regarding applications and admissions processing. Occasionally represents the SAO at campus meetings.

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 University of California Policy on Vaccinations - 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 Employment Opportunity:

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 status under state or federal law.

Reasonable Accommodations:

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