Position Number: 40072837
Payroll Title: STDT SVC ADVISOR 3 SV (005156)
Job Code: 005156
Job Open Date: 7/15/26
Application Review Begins: 7/30/26
Department Code (Name): CMST (DEPARTMENT OF COMMUNICATION)
Percentage of Time: 100
Union Code (Name): SV-Student Services & Advising Professionals
Employee Class (Appointment Type): Staff: Career
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 19
Pay Rate/Range: The full salary range for this position is $62,100 to $107,100 year. 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 budgeted salary that the University reasonably expects to pay for this position is $62,100.
Work Location: SSMS 4115
Working Days and Hours: M-F; 8 AM - 5 PM
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid possible (Both UC & Non-UC locations), pending successful completion of 6-month probationary period.
Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement:
The UCSB Department of Communication is internationally known for its research and instruction in communication processes and effects. The program focuses on human interaction, especially its social impacts and practical applications. Our goal is to provide theoretically motivated, innovative, and methodologically rigorous research, teaching, and service. We aim to help students understand how messages are developed, interpreted, and exchanged to inform, influence, and connect across a wide range of social contexts and cultures.
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:
The Student Affairs Manager provides the full range of student services to current and prospective undergraduate and graduate students in the Department of Communication. Provides reasoned guidance and advice on departmental and University policies and procedures, and provides departmental leadership with informed analysis of Student Affairs issues. Oversees undergraduate pre-major and major of approximately 2,000 students. Supervises undergraduate advising staff, including two undergraduate advisors, and manages annual workflow. Responsible for coordinating and managing all aspects of MA/PhD and PhD only program including recruitment, employment (hiring and placement of TAs and Associates), and monitoring student progress to degree. Coordinates creation of department quarterly schedule of classes, course waitlists, copy for general catalog, and master course information. Participates in numerous departmental committees and serves vital role in the dissemination of information via maintenance of the website, handbooks, and social media initiatives. Has authority to act independently, making decisions that affect students' academic programs. Uses sound judgment to interpret policies and procedures for the unit and troubleshoots when problems arise. Ensures that the deadlines and campus policies regarding advising, scheduling, curriculum changes, and recruitment are met. Applies knowledge and skills to assess difficult and sensitive issues to produce creative solutions to exceptionally challenging problems in the Student Affairs Unit.
Required Qualifications and/or equivalent experience and training:
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Bachelor's Degree
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1-3 years experience in academic advising and/or student support services in a higher education program/college/or school
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Strong organizational skills and the ability to handle multiple tasks under pressure of deadlines and frequent interruptions.
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Excellent communication and interpersonal skills, assertiveness and diplomacy, and critical attention to detail.
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Ability to exercise good judgment, common sense, and discretion, while providing careful attention to detail.
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Ability to prioritize multiple tasks with minimal supervision; set boundaries and adhere to them.
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Ability to creatively problem solve and remain calm under pressure.
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Ability to work effectively and cooperatively as a staff team member, as well as with faculty members.
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Thorough experience with Microsoft Office Suite & Google Workspace
Preferred Qualifications:
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1-3 years experience working with graduate students
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1-3 years Administrative and/or financial management experience
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Thorough knowledge of department / school / college policies, procedures, and requirements.
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Skills in judgment and decision-making, problem solving.
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Working experience in UCSB systems: AAA/STAR, GOLD, GradPoint, eGrades
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Supervisory Experience
Special Conditions of Employment:
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Satisfactory criminal history background check
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UCSB is a Tobacco-Free environment
Misconduct Disclosure Requirement:
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
“Misconduct” means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:
UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace
Job Functions and Percentages of Time:
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35% Undergraduate Program Administration - Oversees all undergraduate program administrative duties for approximately 2,000 undergraduate students enrolled in the Department of Communication major and pre-major. Supervises student affairs staff including hiring, training, and evaluation of two undergraduate advisors and several student workers. Oversees advising of undergraduate students regarding questions about Department of Communication undergraduate degree programs, College of Letters & Science requirements, and other campus resources, as applicable. Offers guidance on student appeals and exceptions. Supervises maintenance and organization of undergraduate student records, including review and tracking of student GPAs, degree and course requirement progress checks, prerequisite confirmations, and advising letters and emails, and routes student forms to appropriate campus departments. Works with advisors, the Department Chair, and other offices as appropriate, to solve complex curriculum or academic advising issues. Prepares quarterly Schedule of Classes and ensures its accuracy and timeliness. Works with department faculty to develop a yearly schedule of classes for all courses offered in the department according to departmental and student needs. Exercises judgment in reconciling problems arising from faculty and graduate student constraints, room availability and teaching conflicts. Recommends courses and instructors based on analysis of past evaluation and enrollment statistics. Manages department waitlists and waitlist policies. Oversees departmental course evaluations. Administers summer sessions program in collaboration with the Department Chair, Vice Chair, Faculty Graduate Advisor, Faculty TA Coordinator, and Business Officer. Works with Undergraduate Advisor(s) and departmental faculty to determine the applicability of coursework from other institutions toward the major in Communication. Works with the Office of Admissions to approve new articulation agreements between UCSB and other California schools. Serves as main departmental contact for advisors from other schools. Works with the Honors Program Advisor to develop and maintain the Department of Communication Honors Program. Coordinates the recruitment of new members and screens their eligibility. Compiles honors lists for the College of Letters and Science for notification of student honors awards. Reviews and submits quarterly and annual reports to the registrar regarding enrollment and instructor workload (IRAL). Reviews course prerequisites and ensures enforcement and accuracy. Coordinates with faculty, Undergraduate Committee, and/or the Chair on submitting revisions to the Master Course Approval system (MCA). Maintains and develops computer-based systems to track student data. Uses Gaucho Blue (STAR) and Academic Advising Assistant (AAA) to track student progress and perform audits, manage course enrollments and schedule changes, ensuring FERPA compliance and confidentiality, and the integrity of UCSB records.
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30% Graduate Program Coordinator - Oversees management of all graduate student services across the MA/PhD and PhD-only graduate program for approximately 40 active graduate students. Provides advising to new, current, and prospective students regarding department and University requirements for graduate admissions, schedules, financial aid, leaves of absence, and deadlines for degree milestones; ensures that campus and UC policies and procedures are followed and that any changes are documented. Monitors and records all aspects of student progress toward degree milestones. Coordinates annual academic student evaluations, Qualifying Examinations, MA Thesis presentations, Doctoral Advancement presentations, and Doctoral Defense presentations. Participates in graduate student annual evaluation meetings with Faculty Graduate Advisor; prepares and sends evaluation letters. Identifies potential problems and exercises judgment about alerting the Faculty Graduate Advisor or Chair, suggesting corrective action when appropriate. Promotes an environment that fosters student academic success and one in which challenges may be freely discussed. Prepares correspondence, verifications, petitions, and memos for approval as needed. Participates in program committee(s). Acts as a major conduit of information for students, faculty, staff, alumni, applicants and other departments. In consultation with the Faculty Graduate Advisor, maintains, manages, reconciles, and annually distributes approximately $200,000 in block grant funding. Helps prepare employment appointments and payroll documentation for all academic graduate student employment including Summer Sessions. Is well versed in campus, Graduate Division, and Department academic and employment policies, including UC systems. Assists with coordinating graduate recruitment, admissions, and orientations. Organizes and manages central and continuing fellowships. Maintains all graduate student records, the Graduate Student Handbook, and an accurate, up-to-date list of alumni. Performs a variety of technical tasks at a high level of proficiency and independence with sound and mature judgment. Additional responsibilities include working with the Office of International Student and Scholars on visa requirements and facilitating leave requests in a timely manner. Coordinates with Business Officer on space/office assignments and access to other departmental resources.
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15% Academic Student Appointments - Works with Faculty TA Coordinator to assign quarterly/annual Teaching Assistants and Associates in relation to curriculum plan. Works with the Academic Personnel Coordinator to process all employment paperwork, including summer employment. Tracks approvals to ensure appointments are made in a timely manner. Responsible for entry of tuition and fee remission into GradPoint. Electronically sends ASE appointment letters, including eligibility and exception requests when required. Consults on grant submissions regarding student employment and advises faculty on financial and employment eligibility requirements. Advises students of employment limitations, interpreting and complying with the international Visa status restrictions and the United Auto Workers (UAW) union contract. Serves as liaison to the College of Letters & Science, the Graduate Division, Summer Sessions, Academic Senate, and other campus agencies concerning Academic Student Employment (ASE) appointment and salary questions. Tracks TA and Associate preferences and evaluations.
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10% Graduate Admissions/Recruitment - Responsible for coordinating and overseeing the admissions process for graduate applications. Processes applications, creates files, notifies applicants of complete/incomplete applications, enters information into admissions database, creates reports and data for Admissions Committee, and processes relevant decision paperwork for the Graduate Division. Ensures timely review of applications and delivers high degree of customer service to all applicants. Prepares memos for exceptions to admissions policies. Coordinates and maintains control of files by prospective faculty sponsors during applications review. Develops and implements strategies to increase enrollment based on program goals. Maintains admissions statistics. Answers inquiries about the graduate program, including admissions procedures and funding opportunities. Meets with prospective graduate students in person or by teleconference, and provides department tours. Attends admission committee meetings, prepares application data spreadsheets for committee when requested, and consults with committee on available block grant funding and program space. Represents the department at recruitment events as needed. Organizes and coordinates recruitment events with Faculty Graduate Advisor and Admissions committee, including campus visit logistics and travel.
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10% Development, Outreach, and Publications - Oversees Orientation/informational meetings about the department and major, in Communication, for new and newly admitted transfer students with Undergraduate Advisor(s). Serves on department committees, including but not limited to: Undergraduate Committee, Graduate Admissions Committee, Graduate Program Committee, and Alumni Council, including participation in corresponding special events. Provides direction and oversight for Social Media Team to develop and approve content for Department social media channels. Serves on peer advisor hiring committee and assists with training. Coordinates events, in coordination with Business Officer, and Department Chair, including but not limited to: annual Orientation, Open House, annual and quarterly workshops and advising presentations, recruitment events, annual awards ceremony, and department special events. Manages undergraduate email listservs and coordinates dissemination of announcements and information regarding events, resources, research, internship, and job opportunities. Prepares and verifies the department entry in the General Catalog and departmental major sheets. Keeps departmental brochure current and participates in ongoing web maintenance.
UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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 University of California Policy on Vaccinations – https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
- Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students 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 Employment Opportunity:
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
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