Graduate Student Affairs Officer (4575U) - 27185 - 1307
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Application Review Date
The First Review Date for this job is: July 19, 2019
The Department of Philosophy is part of the College of Letters and Science and is a complex and growing academic department actively engaged in several major research fields and offering both undergraduate and graduate programs. It has approximately 40 graduate students and 230 undergraduate student majors, 17 permanent faculty, 2-3 visiting faculty, 4 staff members and 7-8 work study/limited staff appointments each year.
Academic Advising & Progress of Enrolled Graduate Students:
This position serves as the primary support for students at critical junctures, whether it is fostering graduate students into the department, or ensuring departmental support for students as they migrate through the various years and demands of the program. The expectation is that beyond serving as a translator of the Graduate Division and department policy, this person is an advocate for students, and someone who engages with the graduate population to foster a sense of community and who continually explores opportunities to adapt and support evolving student needs.
- Maintains all graduate students records and files.
- Oversees graduate student class enrollment and registration.
- Maintains departmental records of dissertation and QE committees.
- Interprets graduate division policy and assists Faculty Graduate adviser.
- Assists & advises students in timely preparation of documents for QE exam eligibility; committee changes and approval; advancement to candidacy; conferral of Ph.D. degree.
- Serves as a liaison to the Graduate Division staff in determining and implementing feasible solutions regarding students with unusual and specific academic problems.
- Initiates constitution of Ph.D. qualifying examination committees.
- Writes and updates the Graduate Program description booklet and updates the online Academic Guide.
- Coordinates and schedules department's language examinations.
- Serves as a liaison with Group in Logic and Methodology of Science.
- Applying professional Student Services concepts, provides Philosophy graduate student support in a number of areas including registration and enrollment policies and procedures, degree requirements, administrative issues, personal issues affecting studies, withdrawal and readmission, departmental and campus programs and graduation, and makes recommendations for the improvement of these programs.
- Advises faculty on departmental/school/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; devises curriculum planning in a collaboration with Chair and Faculty, and with other departments.
- Provides support for front desk area as needed and serves as a back-up for the Undergraduate Student Services Advisor.
- Holds BLUcard and places orders as needed.
Graduate Admissions & Recruitment:
- Responds to all inquiries from prospective applicants.
- Coordinates outreach programs with specifically targeted institutions; advises prospective applicants on necessary academic preparation; initiates and arranges student recruitment visits to Berkeley in collaboration with admissions chair.
- Compiles and organizes admission materials for applicant files using SLATE.
- Performs detailed analyses on each applicant, evaluates transcripts, computes GPAs, compiles an outline which is used by the admissions committee.
- Systematically tracks all applicant files evaluated and ranked by the admissions committee.
- Provides administrative/database assistance to admissions committee in processing admits through Graduate Division channels.
- Advises the faculty admissions director and the organization's management of available funding for entering students and makes recommendations for the improvement of all related programs.
- Works with management to coordinate reimbursement of applicant visits.
- Plans and implements complex, high-visibility student events, such the department's graduate student (including minority outreach) recruitment events each spring, the first year graduate student reception each fall, and assists with other events such as the Berkeley London Conference.
- Plans, designs, and provides information about the campus, or academic strategies and enrichment programs to students.
Fellowships & Financial Aid:
- Monitors and verifies departmental & Graduate Division funding available for students to the admissions & fellowships committee.
- Monitors use and balances of departmental Graduate Division Block Grant as well as departmental restricted funds.
- Advises students on financial aid options on campus and from outside agencies.
- Verifies student enrollment data required for fellowships and funding.
- Processes disbursement of funds via Graduate Division and Student Information Systems (SIS)/Campus Solutions.
- Organizes and oversees the departmental processes for equitable GSI assignments each term, including hiring and processing in coordination with Campus Shared Services and UC Path, including management of position control functions.
- Oversees the processing, evaluation, and awarding of student fellowships, grants, scholarships, and other awards; advises students on financial aid options on campus and extra-mural fellowship opportunities.
- Tracks individual student fellowship packages to manage the distribution of non- departmental graduate student funding in conjunction with departmental resources to ensure full distribution of student funding each semester.
- Responsible for interpreting campus policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination.
Course Scheduling & Enrollment:
- Serves as primary department class scheduler and enrollment manager.
- Coordinates the academic program course planning and scheduling in consultation with Department Chair and with input from the Undergraduate Advisor and other affected stakeholders as needed.
- Enters scheduled courses and instructor assignments into SIS/Campus Solutions.
- Corresponds with instructors regarding details of scheduling and room assignment and facilitates updates and scheduling changes as necessary.
- Arranges all GSI course assignments including hiring and processing through Campus Shared Services and Campus HR.
- Ensures academic program is in compliance with Campus and College guidelines.
- Anticipates program needs to assure that course area requirements can be met.
- Analyzes the educational and administrative impact of proposals and changes to the course program.
- Advises the Chair on matters of long-range course planning, ensuring that required courses are taught regularly while taking into consideration faculty leaves and FTE, as well faculty committee assignments.
- Analyzes course enrollment data in order to advise Chair on most effective use of department's budget allocations with regard to class size, availability of G.S.I.s and readers and departmental T.A. workload agreements while ensuring compliance with all L&S, Graduate Division, Payroll and Academic Student Employee guidelines.
- Facilitates new course approval process through appropriate administrative processes.
Career Counseling & Job Placement of Graduating PH.D. Students:
- Responds to all inquiries from new and returning job placement candidates.
- In consultation with faculty placement advisor, manages this process and assists with the administration of Interfolio accounts for graduate student job placement.
- Suggests and implements enhancements to the department's placement services.
- Develops and enhances an alumni recruitment network.
- Organizes annual packet of job seekers for faculty reference.
- Attends campus-wide graduate advising (GSAO) meetings, and tracks and reports back to the department about any changes related to graduate affairs.
- In consultation with supervisor, identifies and implements annual professional development goals that could include special projects, or participating in professional associations, training programs, or campus committees.
- Seminars and workshops may focus on topics such as professional skills development, planning in higher education, and developing or maintaining expertise on various computer systems.
- Working knowledge of academic advising and counseling techniques.
- Knowledge of academic departments, courses and majors.
- Knowledge of department/school/college policies, procedures, and requirements as related to academic advising.
- Knowledge of or aptitude to learn University-specific computer application programs.
- Must be proficient in use of Microsoft Office and common desktop/web applications such as Filemaker Pro with the ability to learn new technologies quickly.
- Experience using complex databases.
- Sound judgment and decision-making including the ability to maintain confidentiality with sensitive information.
- Strong organizational skills and attention to detail.
- Ability work under pressure, and adjust priorities when dealing with competing and complex tasks.
- Knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences or equivalent experience.
- Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
- Highly effective problem identification and solving skills, presentation skills, verbal communication, written communication, and organization skills and the ability to present information in a manner that is appropriate for the needs of the audience.
- Strong writing and communication skills; ability to communicate complex ideas effectively and efficiently.
- Ability to develop original ideas to solve problems.
- Excellent Interpersonal skills.
- Multicultural competencies; ability to work professionally with diverse populations.
- Ability to work independently, with minimal supervision and to work collaboratively.
- Ability to attend occasional early morning, evening or weekend events.
- Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience.
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://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=1307&PostingSeq=1