Undergraduate Advisor

Position Number: 40136601

Payroll Title: Student Services Advisor 3

Job Code: 004575

Job Open Date: 3/10/2025

Application Review Begins: 3/24/2025; open until filled

Department Code (Name): PHYS (PHYSICS 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 $70,339/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: Broida 3019

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.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:

The Undergraduate Advisor shares responsibility for all aspects of the undergraduate programs in Physics including the Physics B.S., Physics B.A., Physics Minor, and Astronomy and Planetary Science Minor. The Undergraduate Advisor shares advising of over 1000 physics majors while also serving over 5000 students from three colleges (Letters & Science, Creative Studies, and Engineering) required to complete Physics courses. Formulates and initiates policies within the undergraduate program and applies skills as a seasoned, experienced advisor to address and resolve complex problems and circumstances of a diverse scope and nature. Independently performs a wide range of responsibilities requiring in-depth understanding and experience with academic advising, student service related issues, programmatic planning and development. Uses thorough, in-depth knowledge of academic advising, counseling techniques, and development of student services which includes diversity, inclusion, and social justice issues as an essential part of student services and student advising. Advises faculty and management on a variety of student issues and make recommendations for change to policy, practice and procedure as related to academic policy and student life and inclusion opportunities. Serves as a standing member of Department Committees for Articulation, Curriculum Planning, Diversity & Climate, and Outreach. Maintains current knowledge of specialized campus programs such as Disabled Student Program (DSP), ONDAS, Dream Scholars, Promise Scholars, Office of Black Student Development, Women's Center, Transfer Student Center, OStem, etc. Supervises undergraduate peer advisors and serve as mentor and staff advisor for undergraduate student initiatives and student groups in the department such as Undergraduate Diversity and Inclusion in Physics (UDiP), Society for Physics Students (SPS), etc.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience and training.
• 1-3 years academic student advising in College/University setting.
• 1-3 years of experience making independent decisions, and identifying and resolving problems in the workplace.
• 1-3 years of experience analyzing/interpreting undergraduate student related campus and departmental policies.

Preferred Qualifications:

• 1-3 years of experience advising undergraduate majors in a STEM field.
• 1-3 years of experience working with diverse populations.
• Thorough knowledge of academic advising and counseling techniques for higher education programs.
• Knowledge of University and departmental procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Substantive knowledge of and ability to independently analyze and interpret University, College, and departmental policies, procedures, and requirements.
• Strong multicultural competencies and ability to work with diverse populations.
• Working independently or as a team, ability to regularly develop, test, and implement original ideas to solve problems.
• Ability to use independent judgement; must be able to make decisions of consequence under tight deadlines.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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

• 40% Student Academic Advising - Responsible for providing knowledgeable and insightful long- and short-range advice and assistance to students on all aspects of their academic experience, including progression and requirement matters for all current, new transfer, and prospective physics majors and minors. Provides individualized academic guidance to all students (science and non-science majors) seeking to complete or receive credit for coursework in Physics. Regularly reviews progress of physics majors and identifies those who are not progressing as expected or required. Proactively intervenes to review/discuss progress and future action. Collaborates with faculty advisors on development of a quarterly plan to include follow-up review sessions with both staff and faculty advisors. Utilizing professional expertise in counseling or academic advising, provides active listening and support to students through sensitive and at times crisis situations, using independent judgement and knowledge of campus resources and various protocol. From listening to students, helps to identify barriers, distractions, and complications affecting a student's academic success; assists with the development of an appropriate academic plan and setting realistic goals. Makes appropriate referrals for counseling and/or assistance from other campus or off-campus resources. Independently reviews, processes and acts on petitions for major requirements and graduation matters; Reviews and maintains responsibility for petitions initiated by the Student Peer Advisors; maintains signature authority of the Department Chair. Evaluates transcripts and determines degree-applicability of transfer work. Confirms 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. Investigates and advises on a wide range of course possibilities and/or alternative ways to complete degree requirements that may not be clearly defined. Analyzes unique student circumstances, applying both creativity and understanding of UC requirements to determine if all possible solutions have been explored. Advises on special eligibility requirements such as honors programs, distinction in the major, research, internship, and involvement or outreach opportunities. Regularly analyzes and problem-solves moderate to complex advising and programmatic issues. Exercises independent judgement in determining if a complex case requires additional review by the Academic/Student Affairs Manager, Faculty Advisors, Vice-Chair, or Instructor, offering expert insight and advice.
• 35% Student Services Planning/Development & Program Administration - Responsible for the planning, coordination and administration of undergraduate student programs, events and activities such as the Physics commencement ceremony, new and returning student orientations, physics undergraduate awards ceremony, undergraduate research symposiums, outreach programs at local and state high schools. Coordinates with student groups to ensure the continued development of an inclusive, student-focused culture. Participates in outreach to high school students in underrepresented communities across the state to encourage application to the Physics program and UCSB. Oversees and plans programs, workshops, and training sessions with students, staff, and faculty to promote the department's effort to build and maintain an environment that is inclusive, pluralistic, and diverse. Plans, designs, and provides workshops for students, such as information about the department, academic strategies and enrichment programs. In collaboration with the Undergraduate Academic Student Advisor, plans, designs, and provides outreach activities and informational workshops on Physics and STEM educational opportunities and careers to high school students with an emphasis on populations traditionally underrepresented in the sciences. Manages and maintains content to department Gauchospace page to provide students access to petition and advising forms, scheduling, transfer, community organization, and diversity, equity, and inclusion resources. Support Academic Advisor with providing ongoing support with scheduling courses and rooms for instruction. Serve as a standing member on the Departmental Faculty Committees for Articulation, Curriculum Planning: Climate Task Force/Diversity & Affirmative Action; Outreach. Activities include participating in regular weekly or bi-weekly committee meetings, collaborate with committee members to develop and produce planning, activity, policy documents. Participate in committee led departmental informational sessions specific to department climate, diversity and inclusion, academic issues as well as related resources. Manage department collaboration and program facilitation of campus undergraduate programs such as Disable Students Program, Honors Program, Orientation Program, etc. Collaborate with the undergraduate academic advisor to facilitate multiple orientations for a large population of domestic and international freshmen and transfer students. Co-develop the orientation content, conveying all aspects of academic programs and policies to a diverse incoming student population. Review students' progress through course sequences, planning well in advance to avoid course conflicts and ensure compliance with organization-wide policies.
• 20% Program and Policy Analysis & Development - Provides significant input on policy, course development and all issues relating to undergraduate programs in the department. Advises and/or serves on department committees related to student curriculum and welfare. Recommends, researches and implements programmatic changes for the undergraduate curriculum committee. Advises faculty, department committees, and management on a variety of student issues and make recommendations for change/updates to policy, practice and procedure as related to academic policy and student life, diversity, and inclusion opportunities. Serves as a principal contact for campus academic units and students, four-year college personnel and the public for physics course articulation requests. Manages the development, re-design and coordination of the department's articulation system. Evaluates and determines course equivalencies for transfer students; manages review of course materials to determine of coursework is transferable and advises campus faculty, staff, and students of articulation agreements. Analyzes and evaluates proposed curriculum changes in relation to major requirements, course requirements, and prerequisites. Notifies appropriate college offices and impacted departments of approved department course/program changes resulting from quarterly and annual analyses and review. Prepares instructional resources audit list report (IRAL) including instructor of record as well as TA assignment to sections/labs; oversee the laboratory fee interface transactions (totally over $180K/year) with the Billing Office. Independently review, evaluate and act on requests for prorated funds.
• 5% Admissions, Transfer Planning & Orientation - Facilitates multiple orientations for a large population of domestic and international freshmen and transfer students which may be presented by either or both Undergraduate Advisors. Develop the orientation content, conveying all aspects of academic programs and policies to a diverse incoming student population. Plans and implements recruitment and outreach activities. Prepares, organizes, and develops printed and online undergraduate program materials. Independently drafts memos/correspondence and regularly communicates student information via list-serves and other data sources. Oversees the collection of course materials and other program data for accreditation reviews.

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 - 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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Privacy Notification Statement:

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures; https://www.jobs.ucsb.edu/#privacy

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