Undergraduate Advisor

Position Information

Payroll Title: Blank Assistant 3

Job Code:

Job Open Date:

Application Review Begins: ; open until filled

Department Code (Name): BLST (Black Studies)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2- Staff (Career)

FLSA Status: Non - Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $ - $/hr.

Full Salary Range: 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 is $ to $/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $ to $/hr.

Work Location: South Hall - 3631

Working Days and Hours: Monday - Friday; 8AM - 5PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid (Both UC & Non -UC locations)

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The Department of Black Studies, which now includes nine ladder rank faculty, and four lecturers, has recently been ranked ninth in the nation. It assumes a matrix model, bringing together scholars from an array of disciplines concerned with the Black Diaspora (the United States and Caribbean), as well as Africa. The Department enrolls four thousand students each year and offers for its undergraduate majors an honors program that provides year long engagement with original research. To achieve even greater impact, a doctoral program is envisioned.

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 supervision of the Business Officer, the Undergraduate Advisor (UA) advises students in all aspects of the requirements for the Black 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 Black Studies degree within four years (or two years for transfer students). Is responsible for scheduling classes and serves as the departments liaison with the Office of the Registrar. Works closely with the departments Undergraduate Curriculum 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 UC Path hires and assistance with all administrative matters relating to the Black Studies Graduate Emphasis (BSE). The UA will also engage in the following tasks: requests quarterly Evaluation System for Courses and Instruction (ESCIs) for instructors and TAs and distributes these reports accordingly, responsible for quarterly textbook orders and adoptions through the university bookstore, updates faculty and TA office hours in the office and on the website and oversees Student Assistants. Initiates financial transactions for and / or in the absence of the Financial Assistant and serves as a backup approver for MSO in UC Path for Student Assistants, TAs, Associates and Post Docs.

Required Qualifications

• High School diploma or GED.
• 1-3 years of administrative work experience.
• Strong written, verbal, and interpersonal communication skills.
• Ability to identify problems with a keen eye to finding solutions.
• Ability to function well in a work setting with interruptions from students, faculty, and office visitors.
• Willingness and ability to work in a welcoming environment with people from a variety of backgrounds.
• Ability to take initiative in thinking of creative ways to recruit majors and minors.

Preferred Qualifications

• Bachelors Degree or equivalent experience and/or training.
• 1-3 years of Higher Education administration.
• Proficiency in computing skills such as word processing, spreadsheets, MS Office Suite.
• Familiarity with UC campus systems such as Gaucho Blue SIS, AAA, MCA, Egrades, , GOLD, UC path, Astra, Payroll.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

50% Student Advising:

The UA provides individual academic advising for all Black Studies majors, minors and potential new students to the department and information to students wishing to study abroad. Maintains individual files for all majors and minors tracking degree progress. These files are updated on a quarterly basis and disseminated to students. These reports also work to provide students with up to date information on their academic progress and ensure they are on track to complete the requirements in a timely manner. Is available to answer questions in person (via scheduled appointments), email and telephone regarding course requirements, prerequisites, transfer coursework, change of major procedures and progress checks. In addition is responsible for completing minor clearance forms for students who have completed the minor requirements. Provides information for the following: major and minor options and requirements, choice of major and minor within the department, academic planning, course requirements, transfer work, graduate and professional school planning, career information and resolving academic problems. Also assists students in completing petitions relating to graduation matters, receives and reviews petitions submitted by undergraduates for feasibility and completeness including those for adding or dropping courses, double majors, grade change reports, incompletes, extensions, and course substitutions in the major and evaluates change of major petitions. Provides the Department Chair the documentation and advice needed to determine if a petition should be approved. May also determine whether a student should be referred to the College of Letters and Science, Admissions Office, Office of the Registrar or Counseling and Career Services for further advising. Also advises current and future Senior Honors Thesis students on the department policies related to completing the Senior Honors Thesis Seminar series. Including the following; advises students (new, transfer, reentry, continuing and academic probation) regarding course requirements, prerequisites, transfer coursework, change of major procedures, progress checks, graduation requirements and campus policies and procedures pertaining to students.
Is charged with coordinating the department year-end graduation ceremony in conjunction with the Business Officer and Chair. Duties include, but not limited to; the evaluation and nomination process for the department graduation special awards, ordering graduation stoles and special plaques, creating a slideshow of graduating students, selecting a time and place to hold the event and ordering light refreshments.

Reviews, assists, and approves students academic plans for the UC Education Abroad Program and non-UC study abroad programs with respect to departmental major and minor requirements. Responds to inquiries from other institutions regarding articulation agreements and/or equivalencies. Serves as a liaison with university units concerned with diversity issues, including the Office of Student Life, EOP, Alumni Association, EPCA (Education Program for Cultural Awareness), Financial Aid, and the colleges. Engages in collaborative outreach efforts with university units such as Early Academic Outreach, UCSB Summer Sessions (Early Start Programs and summer institutes) as a means to recruit new majors and minors.

Is also responsible for assisting in the recruitment of majors and minors by coordinating and conducting outreach presentations (, departmental programs, university programs such as Spring Insight and Major Discovery, summer transfer orientation programs, etc.). May conduct off-campus student outreach such as presentations to high schools and community colleges. Encourages students including but not limited to underrepresented students to apply to and enroll in UCSB. Along with faculty, the UA is a key staff figure in making students aware of the mission of the Black Studies department.

30% Scheduling, Curriculum Support & Committee Responsibilities:

Scheduling:

Is responsible for scheduling classes and serves as the departments liaison with the Office of the Registrar. The Office of the Registrar provides a scheduling cycle on a quarter-by-quarter basis that the UA must adhere to. This cycle includes creating a schedule of classes, assigning instructors and/or TAs to classes, requesting general assignment rooms, and coordinating with departments that have cross-listed courses in Black Studies. In addition, the UA must request specific enrollment restrictions, schedules classes and requests general assignment rooms based on responses from the Instructor and Media Request Form that is sent to faculty prior to the beginning of that quarters scheduling cycle. It is the UAs responsibility to work with faculty preferences to request their preferred rooms and room attributes as well as the preferred day/time a class is taught. Maintains an updated schedule of classes for faculty, staff, and student use. This includes checking the public schedule of classes to match the departments offerings and submitting the appropriate paperwork (Schedule Alteration Form, SAF) for any changes necessary (such as canceling a course, adding a course, or changing instructional information such as day/time).

Curriculum Support:

Responsible for sending out the annual Curriculum Call and providing faculty responses to the Business Officer. Works with the Business Officer and Chair to provide historical course information and advice on departmental and student needs in preparation of the annual departmental curriculum plan. Initiates new undergraduate course approvals in the MCA and ensures that new undergraduate course requests are considered for General Education requirements as appropriate. Responsible for updating the Instructional Resources Audit List (IRAL) on a quarterly basis. Is responsible for quarterly textbook orders and adoptions through the university bookstore. Acts as the department liaison with the campus bookstore, various publishers, and representatives as necessary to obtain examination and desk copies for faculty and Teaching Assistants (TAs). May oversee Student Assistant work on these tasks ( textbook orders/adoptions).

Committee Responsibilities:

Works closely with the department Undergraduate Curriculum Committee and the Graduate Committee. These committees fulfill a variety of departmental duties. Acts as the departmental contact point and will receive the "Call for Revisions" notification sent from the College of Letters and Science. Works with the Undergraduate Curriculum Committee to update major and minor requirement sheets as needed. Reviews and may revise the undergraduate section of the General Catalog with approval from the Chair of the Undergraduate Committee. Assists the Graduate Committee in recruiting and hiring TAs and Readers on a quarterly basis. This includes but is not limited to; disseminating a campus-wide TA and Reader call, verifying students are eligible to accept a TA or Reader appointment, preparing and distributing TA/Reader appointment letters, receiving and tracking acceptance, distributing supplemental information informing TAs/Readers of their job duties (, Add/Drop Protocol and TA/Reader Responsibilities), enters TAs into the payroll system in UCPath and assists with any payroll issues, assigns space to TAs in the Grad Tower for office hours, requests and distributes TA evaluations (ESCIs) and maintains historical files for the department. Supports the Chair of the Graduate Committee with all administrative matters relating to the Black Studies Graduate Emphasis (BSE). This includes but is not limited to; maintaining records of participating students, providing BSE students with the appropriate paperwork to declare the emphasis, tracking progress towards completion of emphasis requirements, and maintaining contact with participating departments to verify which committed courses are taught each academic year and notifying the Chair of the Graduate Committee when requirements are completed (, submits the final requirement sheet to the committee Chair for signature).

20% Department Administration & Website Maintenance:

Is responsible to assist with basic department administration on a daily basis. This includes but is not limited to; receiving and distributing department mail, maintaining organization of the front office and supplies, requesting or ordering office supplies when needed, contacts service provider if repairs are required, maintains key inventory records (issues keys to faculty, staff, TAs and Student Assistants), prepares order requests to be submitted in the Gateway Procurement System, processes part-time student employment appointments into UC Path, processes miscellaneous reimbursements, honoraria and entertainment reimbursements as a backup to the central Financial Assistant in the Division of Social Sciences. Under the guidance of the Business Officer, trains and works with Student Assistants. Responsible for maintaining and updating all aspects of the departments program information on the Black Studies UCSB website and supervising Student Assistants with routine updates of website. Under direction by the Business Officer is the liaison to the College of Letters and Science technology Web Services Manager. Develops a strong media presence through social media and works with Student Assistants in creating and maintaining departments social media presence.

Other duties as assigned.

Vaccinations Programs - Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs - With Interim Amendments. 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
• University of California Policy on Vaccinations - With Interim Amendments
• August 5, California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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