Graduate Programs Manager and Advisor

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-10-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, Baskin Engineering is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st-century school of engineering and technology, characterized by evolutionary growth fueled by ongoing research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

The Baskin School of Engineering (BE) is a dynamic professional school with a growing portfolio of MS and PhD programs, attracting a diverse global community of faculty and students. The Office of Graduate Student Affairs oversees the development, management, and coordination of all graduate program activities and support services across BE.

Baskin Engineering champions new ideas and upholds the UCSC Principles of Community.

JOB SUMMARY

The Graduate Program Manager & Advisor serves as the primary administrator for graduate programs in an assigned department while also supervising advisors supporting other BE programs. This incumbent utilizes advanced student services expertise and a high degree of autonomy to oversee operations, planning, budgets, and staff supervision. The incumbent also provides academic advising, coordinates program activities, and advises faculty, staff, and students on complex policies and procedures. With programmatic responsibility for multiple graduate programs, the Graduate Programs Manager & Advisor ensures consistent, high-quality student support through problem-solving, resource management, and the development of best practices across the division.

APPOINTMENT INFORMATION

Budgeted Salary: $85,550 - $99,500/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Student Services and Advising Professionals (SSAP) - SV Union

Job Code Classification: 004579 (STDT SVC SUPV 2) - Grade 21

Travel: Never or Rarely

JOB DUTIES

25% - Program Planning & Administration

• Oversees all matters related to the existing graduate programs within the department assigned, as well as any forthcoming degree programs that would be developed and implemented within that department.
• Ensures consistency of information disseminated, uniformity of policies implemented, and adherence of the advising staff, students, and faculty to relevant practices and deadlines.
• Advises faculty on a variety of student issues, working with the department leadership to recommend changes to policies, practices, and procedures.
• Researches, interprets, clarifies, and applies University policies and requirements regarding graduate study for both faculty and students.
• Analyzes data carefully to implement or recommend effective courses of action, policy, or procedural changes.
• Oversees all activities, developing and implementing procedures to facilitate the day-to-day operation of the graduate program(s), and ensuring fulfillment of requirements and long-range plans established by the Graduate Division, Graduate Council, department chairs, and graduate directors.
• Participates in the annual Curriculum and Leave Planning (CLP) processes in collaboration with the department manager, chair, and graduate director.
• Provides ongoing oversight and support for enrollment management.
• Provides administrative expertise and program information to the Director of Graduate Affairs, Associate Dean, and Graduate Directors, and advises them on pending decisions to ensure actions comply with Graduate Division and University regulations.
• Serves as the primary department liaison and counsel to the Graduate Division.
• Establishes effective and cooperative working relationships with Graduate Division personnel and other campus and off-campus agencies.
• Serves as department liaison at campus meetings pertinent to graduate issues.

25% - Staff Supervision and Leadership

• Develops long-range plans for staff organization and development.
• Supervises, trains, assigns workloads, evaluates, provides professional development opportunities, and mentors Graduate Student Advising staff.
• Conducts staff recruitments.
• Provides corrective action when necessary.

20% - Graduate Student Counseling & Advisement

• Independently advises students and resolves student-related issues across the full range of academic issues and other matters.
• Assesses student needs, goals, problems, and personal adjustments relating to or affecting their academic performance, including sensitive and confidential student welfare issues-resolution of which contributes to graduate student retention.
• Provides direction to staff advisors on the more complex issues encountered.
• Counsels and advises continuing and on-leave students regarding degree requirements and programs, course selection, professional goals, academic probation, corrective action, dismissal, leaves, sub-specialties within the degree programs, cooperative programs, transfer credits, and exceptions to requirements.
• Monitors the academic progress of graduate students throughout the year and alerts faculty advisors of any potential problems.
• Provides information and support to faculty during the annual graduate student review.
• Determines the status of each student's academic progress and makes recommendations to faculty in determining a course of action for students who are not making normal progress towards the degree.
• Keeps graduate director(s) apprised of student's progress or lack of progress.
• Refers academic probation and dismissals to the Graduate Dean for action.
• Resolves conflicts, facilitates discussions as needed, and provides mediation in matters involving graduate students.
• Interacts compassionately and diplomatically with students.
• Uses professional judgment to make referrals as appropriate to campus and community supportive services.
• Counsels students in matters related to student welfare issues, including housing, health services, and transportation.
• Reviews, approves, and refers student petitions and other actions as required.
• Serves as a liaison and resource to personnel in other offices, including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and academic departments to resolve problems, coordinate activities, and verify information.

15% - Financial Management & Graduate Student Employment

• Oversees internal operating budgets (block, MIP, etc.) for graduate program(s).
• Maintains accounting and initiates reimbursements, projecting expenses and reconciling ledgers.
• Compiles and provides financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean, and the BE Director of Resource Planning & Management.
• Independently identifies and strategically develops financial support for graduate programs.
• Responsible for the planning, hiring, and coordination of student support for Graduate Student Researchers (GSR), Teaching Assistants (TA), and Graduate Student Instructors (GSI).
• Verifies employment eligibility.
• Distributes information regarding general job responsibilities to teaching assistants.
• Complies and interprets requirements of the TA union contracts, keeping apprised of any changes due to negotiations or directives from Labor Relations, and adjusts policy and procedures accordingly.
• Advises the appropriate graduate director of any performance problems.
• Oversees the administration of fellowships, block grant allocations, and other fund sources, and manages these funds in addition to graduate travel, outreach, and enrichment funds.
• Works with payroll personnel, research accountants, and the business office to ensure accuracy of data.
• Disseminates assignments and any revisions to teaching assistants, staff, Graduate Division, business office, and faculty.

10% - Graduate Student Admission, Recruitment & Outreach

• Responsible for managing the annual graduate student recruitment and admissions processes.
• Supports faculty and admissions committee efforts as needed to meet recruitment and admissions goals.
• Provides guidance to admissions committees on ranking applications and available fund sources for admission offers.
• Reviews all formal offers of admission, financial aid, and fellowships prior to submission, providing follow-up with admitted students as needed.
• In consultation with the Graduate Director and Admissions Chair, plans, implements, and evaluates complex, high-visibility student activities and events, including graduate student visit day (open house) and new student orientation.
• Works with BE faculty to ensure all recruitment and retention activities adhere to University regulations.

5% - Graduate Student Records & Website Maintenance

• Maintains the internal graduate student database and shared server files, including records related to financial support, academic progress, TA, GSR, GSI assignments, personal information, and alumni data.
• Gathers data and generates regular, ongoing, quarterly, periodic, annual, or ad-hoc statistical reporting for reviews, internal and external surveys, enrollment figures, curriculum analysis, and general analysis.
• Ensures integrity and quality control, including computer security and student data confidentiality.
• Develops, oversees, updates, and edits content for the graduate advising web pages and graduate student handbook.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Knowledge of advising and counseling techniques.
• Skills in monitoring / assessing people, processes or services, to make improvements.
• Demonstrated ability to work independently exercising initiative and judgment in the performance of responsibilities.
• Leadership and supervisory skills.
• Competence in the use of spreadsheet and database software in financial analysis, fiscal management, and financial reports.
• Ability to manage, and accurately document use of, financial resources in compliance with University requirements.
• Organizational skills with the ability to establish priorities, delegate workloads, and manage multiple activities to meet unit, divisional, and campus goals and deadlines.
• Project coordination and oversight skills.
• Interpersonal skills to establish and maintain effective working relationships with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.
• Customer service skills.
• Strong written communications skills.
• Verbal communication skills with the ability to communicate clearly and effectively with a wide variety of individuals and to make effective public presentations.
• Strong knowledge of information technology systems and demonstrated ability to use computer software systems for word processing, database manipulation, electronic mail and spreadsheet software. Willingness and ability to update and increase computer skills and knowledge as needed.

PREFERRED QUALIFICATIONS

• Master's degree in Higher Education Administration, Student Affairs, or a related field / and/or equivalent experience and / or training.
• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Experience serving and supporting graduate students.
• Demonstrated experience in human resource management, including handling and responding to a wide spectrum of issues. Demonstrated ability to supervise staff.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.