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Graduate Student Services Advisor, MCB (4576U) -
University of California, Berkeley
Graduate Student Services Advisor, MCB (4576U) -
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html
Application Review Date
The First Review Date for this job is: July 12, 2019
Biosciences Divisional Services (BDS) provides administrative, student, and instructional support services to departments, research centers, and affiliated ORUs in the L&S Division of Biological Sciences. Our focus is to provide effective and efficient support to the teaching and research missions of the Division of Biological Sciences and to allow the faculty to focus on developing and growing our teaching and research rather than on managing business services. We support a culture of continuous improvement in order to ensure we provide excellent service for the faculty, staff, and students in the Division.
Academic and Student Advising:
- Applying advanced student services concepts, provides the most complex student services to the organization's management, faculty and students.
- Advises faculty on departmental/college and university policies and procedures; reviews students' progress and advises students and faculty on requirements for degree/program completion; identifies students with progression problems and recommends interventions.
- Leads the coordination, planning and implementation of all first year advising, rotations and coursework, qualifying exams, advancement to candidacy, thesis committees, and dissertation filing.
- Oversees planning and design of workshops and meetings for students, such as regular first- and second-year meetings with students, advisors, and the Head Graduate Advisor.
- Ensures all eligible students obtain residency by the end of their first year.
- Generates rotation schedules for first year graduate students, consisting of three 10-week segments for MCB students as well as other students in external programs. Initiates rotation schedules and coordinates with two graduate groups, two departments, and a training program.
- Leads the planning and implementation of three courses for first year students (FERPs, SERPs and Ethics), including coordination with instructors and students' schedules and class enrollments.
- Counsels students regarding filing of dissertations and the use of filing fee status. Ensures accurate final degree checks for students filing dissertations. Maintains departmental degree lists for all students, and reconciles differences with Graduate Division statistics. Produces reports and statistics on Ph.D. recipients as necessary.
- Identifies and refers for resolution intricate student issues/grievances such as alleged discrimination, complex grade dispute issues, and students' personal crises; recommends petition exceptions that affect the requirements of multiple departments.
- Responsible for interpreting campus policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination and recommends solutions to problems.
- Responsible for coordinating and obtaining divisional and departmental approvals for all courses required for the Ph.D., and posting all graduate courses to the web.
Recruitment and Admissions:
- Advises department on outreach strategies, and helps identify targeted institutions to meet organization's recruitment and admissions goals.
- Plans and implements outreach programs with specifically targeted institutions and groups; advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to the prospective applicant's goals; evaluates domestic and international transcripts for degree eligibility; updates department outreach materials,
- Works with IT staff to refine and improve the online admissions process and coordination with campus student information systems.
- Coordinates outreach efforts throughout the admissions and recruitment process to ensure that the department attracts top candidates from diverse backgrounds; attends major national conferences to recruit applicants, including the Annual Biomedical Research Conference for Minority Students (ABRCMS) and the Society for Advancement of Chicanos and Native Americans in Science (SACNAS).
- Attends all admissions meetings and, under the authority of the Admissions Chair, sends all admission and fellowship letters.
- Prepares reports of all admissions statistics for training grants and the department.
- Provides assistance with the planning, implementation, and management of recruitment visits of ~120 prospective graduate students to MCB.
- Oversees the processing, evaluation, and recommendation for award of University fellowships and scholarships.
- Organizes the application efforts of students applying for National Science Foundation (NSF) fellowships, including maintaining sample portfolios of winning NSF proposals for student review.
- Assists with the coordination of internal fellowship nomination processes.
- Makes recommendations for the improvement of the MCB graduate program.
- Analyzes current programs and policies and develops and administers new policies and procedures to keep the department current and operating at the highest standards.
- Advises the Head Graduate Advisor and Student Services Director on the formulation of department policy by highlighting areas needing clarification and identifying solutions; analyzes the consequences of the department's academic policies and recommends new or changed policies; recommends solutions to departmental problems without precedent.
Graduate Affairs Office Assistance:
- Assists with the graduate instructor assignment and hiring process as needed.
- Assists with gathering of data needed for annual reporting and renewals of federal training grants.
- Other duties as assigned.
- Advanced knowledge of policies, procedures, and degree requirements related to graduate student programs.
- Advanced knowledge and expertise in advising and counseling techniques, including skills in social perceptiveness and awareness of others' reactions and understanding why they react the way they do.
- Demonstrated ability to make consistent, sound recommendations and exercise clear judgment in the application of graduate student policies.
- Strong interpersonal and customer service skills, and the ability to work effectively (both independently and as a team member) with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.
- Strong advocate for diversity and inclusion in the workplace and student body with the ability to identify and effectively address the needs of students with diverse backgrounds and experiences.
- Demonstrated discretion and sensitivity in dealing with urgent and/or confidential situations.
- Ability in problem identification, reasoning, ability to develop original ideas to solve problems, persuasion, leadership.
- Ability to develop original ideas to solve problems.
- Ability to be resourceful, creative, innovative, and flexible.
- Strong organizational, problem solving, and project management skills; flexibility and initiative in seeking service improvements and procedural efficiency.
- Demonstrated ability to work with a high degree of autonomy while exercising sound judgment and diplomacy.
- Ability to establish and maintain productive working relationships with students, faculty, and staff, and to partner with other departments in the campus community.
- Demonstrated customer service orientation and excellent customer service skills.
- Excellent written and verbal communication skills, including demonstrated effectiveness in active listening and interpersonal communication skills.
- Demonstrated proficiency with computerized student information and financial systems, Microsoft Office, and Filemaker Pro.
- Bachelor's degree and prior experience in graduate student affairs or equivalent combination of education and relevant experience.
Salary & Benefits
- Knowledge of and/or experience with UC advising policies and procedures or equivalent experience.
- Working knowledge of policies, regulations and practices of the University and extramural fellowships or equivalent experience.
- Knowledge of University policies, procedures, and systems; including experience with campus student information systems (Campus Solutions, Cal Central, Slate), the travel and entertainment reimbursement system, and academic student employee hiring systems (Filemaker Pro, Smartsheets, Service Now) or equivalent experience.
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $55,100.00 - $84,000.00.
For information on the comprehensive benefits package offered by the University visit:
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.
Equal Employment Opportunity
The University of California 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, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
To apply, visit https://jobsprod.is.berkeley.edu/psp/jobsprod/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=27180&SiteId=1&PostingSeq=1
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