Undergraduate Staff Advisor

Position Number: 40076326

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 04/17/2025

Application Review Begins: 05/02/2025; 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/hour to $40.76/hour.

Work Location: South Hall - 1718

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations), Up to 1 remote day per week following completion 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 Undergraduate Advisor advises students in all aspects of the requirements for the Chicana and Chicano Studies major and minor. Advises students on topics such as academic planning, petition processing and post-graduation opportunities such as employment and graduate or professional school options. Is responsible for coordinating meetings with all new majors and minors, current majors and minors, and graduating seniors to ensure that students are on track to complete the necessary courses for a Chicana/o Studies degree within four years (or two years for transfer students). Is responsible for scheduling classes and serves as the department's liaison with the Office of the Registrar. Works closely with the department's Undergraduate Committee and Graduate Committee on a variety of assignments; including but not limited to providing historical course information, advising on student needs in preparation of the annual departmental curriculum plan, TA and Reader assignments including UCPath hires. The Undergraduate Staff Advisor also engages in the following tasks: requests quarterly course evaluations for instructors and TAs, responsible for quarterly textbook orders and adoptions through the university bookstore, updates information on the website, and oversees Student Assistants. Is expected to be supportive of the goals of the Department and of the welfare of students.

Required Qualifications:

• High School Diploma or GED.
• Ability to interpret regulations, policies and procedures.
• Strong abilities in professional judgment and behavior, decision-making, creative problem-solving, and project management.
• Ability to establish a service-oriented environment.
• Excellent verbal and written communication skills including the ability to effectively communicate policies and procedures to students, prospective students, and faculty.
• Strong organizational skills and ability to multitask, work under pressure, and adjust priorities when dealing with competing and complex tasks.

Preferred Qualifications:

• Bachelor's degree or equivalent experience and/or training.
• Knowledge of University and departmental policies and procedures regarding undergraduate affairs.
• Familiarity with other campus departments, which affect the curricula.
• 1-3 years of experience working in higher education, student services, or an academic environment.
• 1-3 years of experience with instructional program coordination and curriculum matters.
• Familiarity with online campus systems such as STAR, Gaucho Blue, AAA, Word, Excel, CourseDog, eGrades, GOLD, UCPath, and web page maintenance.
• Demonstrated computer proficiency using standard office and educational applications.

Special Conditions of Employment:

• UCSB is a Tobacco-Free environment.
• 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:

• 50% Undergraduate Affairs and Advising - Provides individual academic advising to undergraduate students within the majors, counseling undeclared and prospective students with regard to major requirements, academic planning, course requirements, academic problems, transfer work, general education requirements, graduation, graduate school, and career opportunities. Meets with transfer, EAP and other students studying abroad to discuss their transfer work and exercises professional judgment with respect to accepting courses from other institutions toward departmental major requirements. Reviews and recommends action on petitions for graduation matters, requirement substitutions, waivers and independent studies. Processes and approves change of major petitions and reviews student record of transfer work for major requirements. Maintains all undergraduate student files for the Department of Chicana and Chicano Studies. Drafts memos and letters from the Chair, Business Officer and/or Faculty Undergraduate Advisor. Responsible for all correspondence, surveys, statistics, publications, and files pertaining to the undergraduate programs. Must keep abreast of all changes in policies and procedures, and inform others as appropriate. Apprises students of department and university programs (i.e., honors program, and independent studies), degree requirements and course schedules. Evaluates and determines eligibility of students declaring, changing or adding one of the departmental majors. Evaluates students' needs and exercises independent judgment in referring students to other offices such as the College of Letters and Science, Office of Admissions, Office of the Registrar, EOP, Counseling and Career Services, and CLAS. Monitors students' academic progress and identifies and advises those with academic problems. Performs progress checks and keeps students aware of their progress toward their degrees. Responsible for departmental clearance of graduating majors, verifying that all requirements have been fulfilled. Monitors language placement exams, advising students of placement in course. Coordinates yearly nomination and selection of the Department's undergraduate student awards. Serves as a resource to the Department Chairs, Business Officer and other faculty and staff in the area of student affairs. Identifies problems and suggests possible solutions.
  
• 30% Instructional Program Coordinator - CURRICULUM MATTERS: Prepares and submits quarterly Schedule of Classes, ensuring adherence with campus deadlines. Works closely with Chair, Business Officer and Faculty Undergraduate Advisor to prepare schedules to reflect faculty requests, programmatic needs and course demands, and to recognize and resolve possible conflicts of required courses both within and outside the department. Monitors enrollment, forecasts projections and alerts the Chair, Business Officer and Faculty Undergraduate Advisor regarding courses not meeting the minimum enrollment requirements. Assigns all course times; requests rooms; makes schedule changes during the quarter, notifying faculty, staff and students of changes; advises on conflicts with relevant courses in other departments. Prepares and processes undergraduate course requests for creation of new courses, changes in current courses, and cancellation of courses no longer offered. Ensures major requirement sheets are current. Completes the quarterly on-line IRAL report and the annual on-line Instructor Workload report. Processes withdrawals and approval codes. Advises faculty on e-grades including incomplete grades, class lists, and grade changes, orders textbooks and reserves media equipment. Annually evaluates all departmental courses to decide which courses will be included in the UCSB General Catalog. Creates and updates publications, posters, flyers and other publicity materials for the Undergraduate Programs. Develops and updates departmental website and ensures that the content is current. Evaluates, processes and makes use of information and statistical data from administrative units (Registrar, L&S, Information Systems, etc.). Devises and maintains spreadsheet applications to report and monitor quarterly scheduling, enrollments, and other relevant statistics. Prepares projections for long-range planning through analysis of past course offerings, including combinations of courses offered each quarter, enrollment statistics and trends, demand statistics, degree requirements, related fields, as well as anecdotal information from students. Prepares reports and recommends specific courses or areas for additional offerings. Anticipates and documents problem areas and provides informed suggestions to avoid or eliminate them. STUDENT OUTREACH Develops and implements student outreach programs. Responds to inquiries about the program, transfer issues, curricula, major requirements, and makes this information available to the Office of Admissions, Orientation Program, and to counselors from junior colleges and high schools. LIAISON ACTIVITIES The Undergraduate Advisor evaluates student needs and exercises professional judgment in referral to other campus offices. Attends campus information meetings for undergraduate advisors and represents the departments at recruitment fairs and student orientations.
  
• 20% General Office Support - Is the initial contact for students. Must be able to establish a service-oriented environment. Provides general office support. Serves as a resource to the Business Officer and Chair, identifying problems and suggesting possible solutions on scheduling and curricula. Assists in the coordination of symposiums, lectures and other departmental events. Serves as back-up to the Graduate Program Assistant and assists with processing UCPath. Maintains current desk manual and ensures that policy and procedure manuals are updated. Miscellaneous duties as assigned by the Business Officer and Chair. In compliance with University, state and federal regulations, the Undergraduate Staff Advisor enforces policies and procedures regarding access and availability of student records. Works within the established policies and procedural guidelines relating to the Federal Education Right to Privacy Act in regard to student records. Exercises professional judgment, discretion, confidentiality and sensitivity in all communication.

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 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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