Graduate Advisor

University of California, Santa Cruz
Santa Cruz

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Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Graduate Advisor
Location: Santa Cruz
Job ID: 34566


UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.


UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-05-2022


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.


The Department of Microbiology and Environmental Toxicology (METX) focuses on the human and environmental health impacts of chemicals and pathogens. This interdisciplinary focus has led to new insights into how microbes cause disease and affect the bioavailability of toxicants in the environment, as well as how organisms respond to these injurious agents. While our research is driven by biological questions, it has a significant translational component, and has led to the identification of novel therapeutic targets, approaches for bioremediation, and markers of toxicant exposure. In addition, our Department provides an exciting and effective training environment for graduate and undergraduate research and teaching.

The Microbiology and Environmental Toxicology graduate program is vibrant and offers both MS and Ph.D. degrees. Currently the 9 ladder rank faculty provide instruction for several courses, some in support of other majors. The philosophy of the METX degree program is to provide in-depth training in the human and environmental health impacts of chemicals and pathogens. We accomplish this goal through comprehensive coursework, extensive scientific communication training, and in-depth research that culminates in a thesis. Our training prepares students to become leaders in various fields, following career paths in academia, teaching, industry, and government.

The METX graduate program has strong interdisciplinary relationships with Biological Sciences, Chemistry and Biochemistry, Ocean Sciences and Earth Sciences. METX sponsors both undergraduate and graduate courses in microbiology and environmental toxicology, both within the department and through affiliated departments. In addition, the program provides unique opportunities for exceptional undergraduates to conduct research in microbiology and environmental toxicology within our laboratories.

More information can be found at


Applies professional student services concepts. Provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.

Under general supervision of the Microbiology & Environmental Toxicology Department Manager, the incumbent provides Graduate Advising support for the department. Principal functional areas include; graduate admissions process, TA allocations, fellowship administration and coordination, and graduate student advising.


Salary Information: Salary Range: $26.35 - $28.75/hour. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

  • Part-time, Fixed
  • Percentage of Time: 50%, 20 Hours per Week
  • Days of the Week: Mon-Fri
  • Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 004574 (Student Services Advisor 2)

Travel: Never or Rarely


100% - Graduate Program Support

Student Services and Academic Advising

  • Provides advice, counsel and assistance to students on departmental and university academic regulations, Ph.D. requirements and guidelines.
  • Monitors students' progress to degree. Provides timely reminders and communications of upcoming milestones to current graduate students.
  • Provides information to students and faculty regarding organization policies and procedures on student conduct.
  • Identifies and makes referrals for resolutions to a wide variety of intricate and complex student issues. Identifies students with progression problems and recommends interventions. Provides guidance and advice to students having unusually difficult academic problems. Advises students in emergency situations and refers to other University agencies as appropriate.
  • Coordinates with International Student Services on all visa policies and procedures.
  • Conducts orientation and onboarding of new students.
  • Participates in campus discussions and planning relative to advising.
  • Complete special projects as assigned.

Recruitment and Admissions

  • Advises prospective applicants on necessary academic preparation and application requirements.
  • Assists in the preparation and distribution of any recruitment materials including updating and maintaining webpages.
  • Assists with coordination of the department graduate student admission processes.
  • Transmits recommendations of admission of new students including financial offer packages to the Graduate Division.
  • Initiates, arranges, and provides administrative support for student recruitment visits.

Graduate Student Financial Support

  • Manages the processing of quarterly student support to include fellowships, awards, Graduate Student Researcher (GSR), and Teaching Assistant (TA) appointments.
  • Provides advice, counsel and assistance to students and faculty on various fellowship details and parameters.
  • Ensures graduate student support follows defined department policies and practices.
  • Manages resolution of extremely sensitive, specialized, and / or complex financial aid issues.
  • Administers department block fund allocation.
  • Identifies graduate student financial needs and, following best practices, makes innovative suggestions to improve department practice.
  • Reports potential issues quarterly to the manager and department chair as needed.

Student Records

  • Accurately documents student program milestones and financial support.
  • Determines completion of requirements, documents and certifies them.
  • Accurate and timely submission of required forms. Timely review and appropriate handling of all graduate student forms.
  • Ensures FERPA and document confidentiality.
  • Coordinates the annual review process of all graduate students.
  • Adheres to best practices in managing student documents, records, and information, adapting as needed.
  • Develops innovative techniques to effectively organize and review student information.
  • Other related duties as assigned by manager or chair.


  • Bachelor's degree in related area and / or equivalent experience / training.
  • Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to create, format and accurately maintain databases, correspondence, forms and collateral materials with speed and accuracy, including the willingness to learn and use new computer programs and applications.
  • Strong writing skills, including the ability to research and analyze information sufficient to produce clear, concise documents using correct spelling and grammar, paying close attention to detail and proofreading skills.
  • Organizational skills sufficient to prioritize, anticipate needs of faculty, staff and students, sequence and complete assignments both independently and as a member of a team, under pressure of competing deadlines and with frequent interruptions, working from own initiative and/or following, direction, policies or procedures.
  • Strong interpersonal communication skills with the ability to act as a resource, to give clear, concise information, provide customer service in a courteous manner, and work effectively with diverse groups of people and teams at various levels within an organization.
  • Ability to assimilate from oral or written sources a broad knowledge of campus and government agency policies and procedures and apply them with consistency to individual situations.
  • Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment.
  • Demonstrated analytical and problem-solving skills commensurate with requirements of the job, including ability to perform basic math skills.
  • Knowledge of accurate record-keeping techniques.
  • Ability to exercise initiative, good judgment and discretion in handling confidential materials and matters.


  • Experience working in a university or academic setting.
  • Experience with student advising at the graduate or undergraduate level.


  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • 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.


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.


Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.


The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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