Graduate Program Coordinator

Position Number: 40076092

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 2/3/2025

Application Review Begins: 2/19/2025; open until filled

Department Code (Name): DRAM (DRAMATIC ART/DANCE DEPARTMENT)

Percentage of Time: 50%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $29.78/hour. 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 hourly range for this position is $28.44 to $40.76/hour.

Work Location: THTR 2524

Working Days and Hours: M-F, 8am-12pm; Flexible on hours worked as long as within 8-5pm work schedule. 4 day workweek also available.

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 Theater and Dance fosters an inclusive, vibrant and stimulating environment that encourages creative self-expression and critical thinking. Undergraduate programs include intensive, conservatory-style training for actors and dancers, as well as general degrees with a focus on Dance, Design, Directing, Playwriting, Theater and Community and Theater and Performance Studies. The department's nationally recognized and highly ranked graduate program offers a diverse array of interdisciplinary approaches to performance research within a global orientation. The department provides a lively forum for faculty to integrate teaching and research, at the cutting edge of their areas of expertise.

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 general supervision of the department Chief Administrative Officer (CAO), the graduate program coordinator manages all aspects of the graduate program. As staff graduate advisor, actively participates in key decisions involving students and the program along with faculty advisor, department chair and the Graduate Committee. Serves as daily advisor to approximately 20-30 graduate students on a wide variety of issues including personal and academic issues related to their welfare in the graduate program. Uses strong communication and interpersonal skills to serve as an effective liaison between students and faculty, the Graduate Division and other campus administrative units. Administers and coordinates employment (personnel/payroll) activities of graduate students for department of Theater and Dance and serves as back-up Initiator in UCPath (payroll/ personnel system). Maintains graduate student employee files. Works independently and remains fully knowledgeable of UC and campus policies and procedures pertinent to areas of responsibility. Occasionally helps with other financial needs in department; purchasing and reimbursements.

Required Qualifications:

• High school diploma or GED.
• 1-3 years financial or administrative experience.
• Strong administrative and organizational skills.
• Strong customer service skills.
• Must have the ability to perform work with a high level of confidentiality and attention to detail.
• Strong oral communication skills, including the ability to effectively communicate information verbally.

Preferred Qualifications:

• 1-3 years of demonstrated counseling / advising experience.
• Bachelor's degree or equivalent experience and/or training.
• Familiar with UC policies and procedures.
• Excellent interpersonal skills and strong team-oriented mindset.
• MS Office skills (Word, Excel, Access, and PowerPoint).

Special Conditions of Employment:

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

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 allegation 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

Job Functions and Percentages of Time:

• 70% Graduate Advising/Admissions - Graduate Advisor: Primary advisor for all students (current and prospective) seeking advice on the department's MA and Ph.D. programs. Inform and advise approx. 20-30 graduate students regarding university and department regulations and procedures governing their programs including program requirements, grades, courses, financial aid, leaves, exams, scheduling, and petitions. Monitor all aspects of students' progress to degree and maintenance and monitoring of confidential student files; exercise good judgment, commitment, and confidentiality with respect to students and faculty within the department and program. Participate in policy decisions with the faculty advisor, chief administrative officer (CAO), vice chair and chair, providing an informed interpretation on university policies and procedures and department precedent. Coordinate the planning and development of the continuing graduate student mini convention. Administer and coordinate block grant allocations. Disseminate information regarding financial aid and employment opportunities. Gather, analyze and maintain database for alumni, current students, and faculty for use in policy analysis and development. Graduate Admission: Oversight responsibility in coordinating the graduate recruitment and admissions process. Provide information via phone, in person, and email to the public regarding the department, admissions procedures, and qualifications for graduate admissions, program requirements, and financial aid. Review and screen response to foreign and domestic applications. Oversees computation of domestic GPAs and initiation of routing sheets; coordinate acceptance letters for domestic students and the maintenance of accurate records of all applicants. Works closely with faculty advisor and Admissions Committee regarding Graduate Division regulations and deadlines, ensuring the application review is complete in a timely manner. Coordinates all aspects of campus visits for prospective students.
• 20% Personnel/Payroll and Financial - Serve as preparer using the UCPath System for all employment on-line transactions. Prepare and process financial transactions and Concur reports for those transactions. Provide analysis for CAO with regard to expenditures and forecasting. Work in consultation with the CAO in the development of short and long-range financial goals. Serves as Department Purchasing and Travel/Entertainment Card Holder. Purchases department needs on regular basis for the Administrative Office and helps facilitate entertainment purchases when necessary. Employment/Payroll/PPS Management: Generate appointments and payroll for graduate student employees using UCPath system. Adds all Graduate Students into Timekeeping and helps faculty approve timecards. Coordinates hiring paperwork.
• 10% Student Affairs - General - Provides back-up assistance to undergraduate advisor. Must possess sufficient knowledge of undergraduate matters, and keep abreast of all issues pertaining to undergraduate students in the department. Contact with public via telephone and written correspondence, compilation and distribution of department phone/address list and faculty office hours; update this information at the department website. Process and distributes graduate student evaluations. Orders and arranges media equipment, films, videos for classes, arranges book reserves with the Library, orders textbooks for courses and desk copies for instructors.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* 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 Opportunity/Affirmative Action Statement:

UC Santa Barbara 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, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.