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Graduate Academic Affairs Advisor (Remote) - 119637
Job Description
This is a 100% Contract until July 31, 2023. This appointment may be extended or converted to career status based on the needs of the department.
The Division of Graduate Education and Postdoctoral Affairs is the central resource for all matters related to graduate education at UC San Diego. Our team is there at every step in a graduate student’s career, helping students navigate their path from admission to graduation and beyond. Working behind-the-scenes and in collaboration with faculty, staff and students, the Division of Graduate Education and Postdoctoral Affairs guides today’s scholars on their upward trajectory to becoming tomorrow’s leaders.
The Graduate Academic Affairs Advisor serves as a campus specialist in the administration and management of all academic matters pertaining to UC San Diego graduate student degree requirements and progress for degree completion. The position serves on a team of advisors responsible for providing service and support to the campus (students, faculty, administration, and staff) on matters pertaining to graduate academic policies, procedures, and university regulations. Incumbent will analyze academic policy exception requests and inquiries from all campus graduate programs in order to recommend action to the Dean and Senior Associate Dean of the Division of Graduate Education and Postdoctoral Affairs. Responsible for the review and verification of academic requirements, application to candidacy, degree completion, and processing of various requests pertaining to graduate student’s academic status. Plan and conduct regularly scheduled preliminary and final doctoral and master's degree meetings for individual graduate students to provide advising on the formatting and submission requirements to complete their doctoral dissertation or master’s thesis. Assist in leading workshops and office hours on a quarterly or annual basis to disseminate policy and procedure information to the campus. Assist with the design and processing of all academic forms managed by the Division of Graduate Education and Postdoctoral Affairs. Assist with the development of documentation and resources pertaining to graduate academic affairs to support staff, faculty, and students across campus. Applies professional Student Services concepts. Provides varied student services to students, faculty, and department/school management. Works on moderately complex issues.
Candidates hired into this position may have the ability to work remotely.
Experience and knowledge of academic advising and counseling techniques. Effective one-on-one advising and listening skills, with experience in negotiating conflicts and dealing with people in crisis.
Demonstrated experience working productively, cooperatively, and with composure, in a high-stress, fast-paced team environment.
Demonstrated experience in processing large volumes of student academic records and forms with attention to detail and meticulous accuracy, successfully following multiple tasks through to completion.
Knowledge of University-specific computer application programs and pertinent databases. Extensive demonstrated knowledge, skill and experience in working with personal computers and various software applications relating to spreadsheets, word processing, databases, internet browsers, web-based systems and electronic mail. Ability to use and implement the most appropriate software as required for efficient job performance.
Knowledge of University processes and procedures. Demonstrated record management experience. Proven skill in establishing and maintaining accurate, organized records, files and filing systems. Knowledge of university-level reporting requirements and records retention regulations.
Interpersonal skills. Demonstrated experience interacting effectively with students, staff, faculty, university administrators and multicultural populations of the general public.
Multicultural competencies; ability to work with diverse populations. Demonstrated experience in a Student Affairs environment. Ability to effectively counsel and work closely with domestic and foreign graduate students, utilizing knowledge of and sensitivity to social, familial, economic, and educational challenges affecting them.
Skills in service orientation, organization, active listening, and critical thinking. Critical thinking and problem-solving skills to interpret and conduct assessments of graduate program academic degree requirements, create user-friendly systems, and refine functional services. Ability to identify, research, analyze, and evaluate complex information, situations, and/or problems in an objective manner, anticipate and forecast the impact of potential actions, develop logical conclusions, and recommend sound and effective solutions within campus policy.
Ability in problem identification and reasoning. Ability to make decisions and work independently while exercising initiative and with minimal direction.
Ability to multi-task; verbal and written communication skills. Strong organizational and planning skills with ability to establish and balance multiple, often conflicting priorities within deadline constraints and numerous interruptions. Demonstrated written communication skills with ability to write concisely, persuasively and in summary form. Skill to compose, edit and proofread narrative sections of printed information.
Demonstrated ability to maintain a high level of confidentiality and discretion, exercise good judgment, tact, and diplomacy, in handling a wide variety of matters.
Mathematical skills sufficient to calculate percentages, salaries, and basic statistics.
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