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Job ID: 127573

Graduate Student Services Advisor (4575U) - 27487
University of California, Berkeley

Date Posted Aug. 13, 2019
Title Graduate Student Services Advisor (4575U) - 27487
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Student Services

Graduate Student Services Advisor (4575U) - 27487

About Berkeley
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

Application Review Date
The First Review Date for this job is: August 20, 2019

Departmental Overview
Biosciences Divisional Services (BDS) supports the Departments of Integrative Biology (IB) and Molecular & Cell Biology (MCB) in the Division of Biological Sciences. Together, these two departments form one of the largest academic research units at UC Berkeley. By several measures (including numbers of faculty and students, budget, and assigned square feet), these departments are larger than many UCB colleges and schools. BDS represents over 186 faculty FTE (including Adjuncts, Professors of the Graduate School, active emeriti and 15 HHMI professors); 225 post-doctoral fellows and other researchers; 375 graduate students; and 74 department administrative staff members.

Student Advising:
  • Advises students, faculty and the public on departmental requirements, policies, and procedures and the interpretation of policies and regulations of the university, Graduate Division, Office of the Registrar and other campus offices.
  • Formulates, recommends and implements continuing graduate student policies and procedures for the department.
  • Maintains graduate student records for all functions pertaining to the students' progress in the program up to and including the awarding of the Ph.D.
  • Based on detailed knowledge of the operations of the university and the department, evaluates the needs and goals of graduate students and devises and executes solutions to students' academic and administrative problems.
  • Closely monitors the progress of each student in the program and consults with the Student Services Director and/or Head Graduate Advisor as necessary.
  • In collaboration with the Student Services Director and other cross-campus student services advisors, the incumbent provides advice on requirements of the department's Ph.D. graduate program, which serves approximately 225 students working with other 90 faculty across the department.
  • Evaluates and advises students in petitions for exceptions to departmental and/or Graduate Division requirements.
  • May require obtaining agreements of modified requirements with other departments.
  • Confirms that students have met requirements for degree completion when there are no clear precedents, such as interdisciplinary programs or when multiple institutions are involved (UC Davis, UC San Diego, etc.) as well as other departments on campus.
  • Advises students on the resolution of normative time and/or unit ceiling issues.
  • Identifies students with GPA or progress problems and recommends probation or other intervention when resolution requires extensive knowledge of department precedents, options for other course work or majors, and/or student crisis resolution resources.
  • Maintains departmental degree lists for all students and reconciles differences with Graduate Division statistics.
  • Produces reports and statistics on Ph.D. recipients as necessary.

Graduate Student Instructor Assignments and Hiring:
  • Assists with management of GSI course assignments and works with departmental GSI Advisors to meet university requirements for training and hiring of GSIs.
  • Handles exceptional cases and recommends GSI assignments in special cases after routine assignments have been completed.
  • Recommends GSI assignments factoring in relative classroom strengths and weaknesses, and course subject-matter knowledge of individual GSIs as matched to course content and instructor.
  • Maintains and updates GSI database.

  • Assists with the admissions process, handling ~800 applications annually.
  • Provides reports and responds to requests for data from faculty, and other department and campus units using departmental databases and other campus student systems (i.e., Filemaker Pro, Cal Central, Campus Solutions, etc.)
  • Coordinates, publishes and distributes information on course offerings and faculty seminar courses (approximately six per semester).
  • Advises student leaders of procedures relating to student organized activities such as seminars and student-run courses.

  • Responsible for planning, implementing and managing recruitment visits of prospective graduate students to MCB.
  • Organizes all graduate applicant campus visits each year for approximately 120-150 individuals.
  • Applicants generally visit the campus in 2 groups of 60-75 individuals per visit date in February/March.
  • Acts as coordinator for the department, working closely with Biological Sciences Program Directors at other west coast universities regarding setting of dates, coordinating travel and arrangements for travel between campuses as necessary.
  • Acts as department representative to applicants visiting the campus in all matters relating to travel, lodging, and faculty appointments.
  • Coordinates with university travel agents on all travel arrangements for visiting applicants.
  • Coordinates current graduate student participation in the recruitment process including, but not limited to housing visitors, assigning day hosts, contacting recruits, and organizing visit day activities including panel discussions, poster sessions, seminars, and social activities.
  • Responsible for establishing contracts with local hotels for accommodation blocks.
  • Plans and manages all group events, including seminars, panel discussions, catered meals, faculty dinners, etc.
  • Negotiates any necessary service provider contracts.
  • Provides on-site management for all recruitment events.
  • Maintains computer databases of all pertinent correspondence, schedules and costs.
  • Compiles and rewrites as necessary all department information for visitors' packets. Works with the MCB Graduate Affairs Office staff to ensure the success of recruitment.

  • Plans and coordinates all orientation activities for new students including, but not limited to, contacting and informing new graduate students about orientation activities prior to the end of April; organizing the catered faculty reception for new students, etc.
  • Coordinates with other campus units (EH&S, Koshland Biosciences Library, Residency Office, and OLAC) to provide training and certifications for all new students as required by campus policy; assists students in the second-year class in organizing the first-year/second-year picnic; orders and compiles extensive informational materials about the department, the campus, and life in Berkeley for each entering student.

  • Plans and coordinates MCB's Graduate Commencement.
  • Conducts meetings on an as needed basis throughout the spring semester to organize and plan the commencement ceremony held each May at a campus venue (currently the Zellerbach Playhouse).
  • Coordinates the participation of Ph.D. recipients and their faculty mentors.
  • Makes recommendations to Student Service Director and the Head Graduate Advisor on commencement issues and recommendation of the student speaker.
  • Reviews and edits, as necessary, the contents of the student speech and obtains content approval.
  • Supervises the acquisition and delivery of all faculty regalia, mailings, and production and printing of the commencement program.

  • Acts as contact person for student events and activities including a department-wide seminar series, careers course, GSI pedagogy training, and graduate student lead DeCal courses (MCB 198).
  • Acts as unit liaison to the MCB Graduate Student Organization, a recognized campus student group.

Student Outreach, Alumni Tracking, and Other Support:
  • Supports the department's extensive efforts to recruit students from diverse populations to the graduate program.
  • Coordinates outreach efforts throughout the admissions and recruitment process to ensure that the department attracts the best candidates.
  • Coordinates annual update requests and maintains alumni database.
  • Develops and implements tracking procedures and devises and maintains databases for alumni for 10 years post-degree, as required by NIH training grants.
  • Provides reporting for the department and college, and assists the position providing reports to the university and federal funding agencies.

Graduate Affairs Office Assistance:
  • As schedule allows, assists Integrative Biology in the areas of student advising, and the MCB Graduate Finance Specialist with student funding and training grant data collection for annual reporting.

Required Qualifications
  • 2-3 years of experience in advising students, working in student affairs, event planning and coordination; or equivalent experience.
  • Demonstrated working knowledge of policies, procedures, and degree requirements related to graduate student programs.
  • Working knowledge of advising and counseling techniques.
  • Knowledge about issues regarding student retention.
  • Demonstrated ability to analyze and interpret data.
  • Demonstrated ability to interpret and apply guidelines and policies.
  • Excellent organizational skills, attention to detail and accuracy.
  • Demonstrated ability to prioritize and organize work and resolve both complex and routine problems in a timely manner, meet deadlines, and work with frequent interruptions and distractions.
  • Ability to develop original ideas to solve problems.
  • Ability to be resourceful, creative, innovative, and flexible.
  • Demonstrated strong interpersonal and customer service skills.
  • 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.
  • Ability to establish and maintain productive working relationships and partner with other departments in the campus community.
  • Excellent oral and written communications skills.
  • Demonstrated ability to work with a high degree of autonomy while exercising sound judgment and diplomacy.
  • Ability to maintain integrity and sensitivity in confidential matters.
  • Proficiency with computers, including a working knowledge of programs such as MS Office and FileMaker Pro.
  • Bachelor's degree in related field and/or equivalent experience/training.

Preferred Qualifications
  • Knowledge or ability to learn University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
  • Knowledge or ability to learn UC advising policies and procedures.
  • Knowledge or ability to learn University policies, procedures, and systems; including experience with the Travel and Entertainment system, Cal Central, and Campus Solutions.

Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $50,400.00 - $65,000.00.

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.

Mandated Reporter
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:
For the complete University of California nondiscrimination and affirmative action policy see:

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