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Graduate Program Administrator (4575U) 27044

University of California, Berkeley
San Francisco

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Graduate Program Administrator (4575U) 27044 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

The History of Art Department, within the College of Letters and Science, has approximately 35 graduate students, 80 undergraduate majors, and 15 permanent faculty members. In addition, the Department appoints a number of exceptionally qualified temporary academic staff, including lecturers, adjuncts, and GSIs. The Department is located on the top floors of the beautiful Doe Library, boasting expansive views of the city and bay from the office balconies. Facilities include dedicated classrooms and a Visual Resources Center, which houses a large multi-purpose academic space. The Department is committed to fostering a community that appreciates diversity, equity, inclusion, and belonging. As a member of a cluster of Arts and Humanities departments (including Rhetoric and Film & Media), staff members have the benefit of working within a small, tight-knit community, while maintaining connections to a larger team and its resources.

The Graduate Program Administrator provides support for the department of History of Art. This position provides assistance to the chair, manager, faculty, and students in academic advising, recruitment, admissions, financial aid, the evaluation and awarding of fellowships, student orientation and events, and related programs. This position is the primary contact for all graduate students within the department.

Application Review Date

The First Review Date for this job is: November 29, 2021


Academic and Student Advising: Provides a full range of student services to the graduate student populations in the department of History of Art. This includes but is not limited to the coordination and oversight of second year qualifying examinations and advancement to candidacy, filing fee, residency status, and completion of degree requirements. Advises faculty on departmental/school/college and university policies and procedures. Identifies students with progression problems and recommends interventions to the faculty, as well as documents progress and reports out at faculty meetings. Responsible for interpreting campus policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination. Recommends solutions, analyzes the consequences of policies and
recommends new or revised policies, and recommends solutions to problems which have no precedent.

Participates in department efforts to address diversity, equity, inclusion, and belonging

Recruitment and Admissions: Advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to the prospective applicant's goals; evaluates domestic and international transcripts for degree eligibility; initiates and arranges student recruitment visits to Berkeley. Using professional judgment, evaluates transcripts and international records for eligibility, including consolidating applicant files, following up on missing materials, summarizing applicant qualifications, and preparing materials for review. Manages on-line application process, configuring department-specific materials and supporting faculty in using the on-line system.

Graduate Student Funding and ASE Hiring: 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. Advises faculty and manager on available funds for entering students based on funding from all sources, including scholarships, awards and fellowships. Identifies any problems with student payments using campus online systems and works with Graduate
Division and other administering units to resolve any problems. Oversees processes for equitable assignment of GSIs and coordinates GSI assignments each term. Manages recruitment and hiring process of Academic Student Employees. Interprets and advises on applicable UAW contract policies/procedures including but not limited to childcare reimbursements, leaves of absence, and time reporting.

Course Scheduling: Provides input to curriculum planning in collaboration with chair, manager, and UG Adviser, and with other departments, to ensure students' progress through course sequences, avoiding conflicts, and ensuring compliance with campus-wide policies.
In consultation with the Faculty Graduate Adviser, is responsible for updating department handbooks/websites and campus academic guides with graduate student-related information

Events: Plans and implements high-visibility student events, such as commencement; plans and implements Spring Visit for prospective graduate students, as well as ad hoc visits of potential students.

Other duties as assigned.

Required Qualifications
  • Working knowledge of advising and counseling techniques.
  • Knowledge of (or can quickly learn) University-specific computer application programs including CalCentral, Student Information System Award Entry, Smartsheet, Slate.
  • Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
  • Ability in problem identification, reasoning.
  • Ability to develop original ideas to solve problems.
  • Interpersonal skills. Multicultural competencies; ability to work with diverse populations.
  • Organizational and oral/written communication skills.
  • Bachelors degree in related area and/or equivalent experience/training.

Salary & Benefits

Salary will be 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.

Other Information

This is a part-time (20 hours per week), career position eligible for full UC Benefits.

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.

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:
For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit

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