Graduate Program Coordinator

Position Number: 40070809

Payroll Title: STDT SVC ADVISOR 2 SV (005155)

Job Code: 005155

Job Open Date: 9/24/26

Application Review Begins: 10/9/26

Department Code (Name): HASC (HSSB ADMIN SUPPORT CENTER)

Percentage of Time: 100

Union Code (Name): SV-Student Services and Advising Professionals

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.06 to $34.19/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 salary range for this position is $27.06 to $45.76/hour.

Work Location: HSSB - 4030

Working Days and Hours: Monday - Friday, 8am - 5pm

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 HSSB Administrative Support Center (HASC) is a dynamic administrative unit that supports the academic Departments of Classics, East Asian Languages & Cultural Studies, History, and Religious Studies. HASC provides the following for our four academic departments and affiliated centers: undergraduate and graduate advising and program coordination; financial management of operational, programmatic, and research funds; academic recruitment and personnel administration; and technology support.

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 Humanities Administrative Support Center (HASC) Student Affairs Manager, and working closely with the Director of Graduate Studies, the Graduate Program Coordinator is responsible for independently coordinating and managing all aspects of the Graduate Program in the Department of History. Provides knowledgeable and holistic advice to prospective, incoming, and current graduate students. Manages all administrative aspects of graduate admissions, student funding and employment including hiring of Teaching Assistants and Associates and administration of fellowships. Provides timely and detailed information and reports to faculty, and serves as liaison to multiple departments on campus such as Graduate Division, the Office of the Registrar, the Office of International Students and Scholars, and more. Maintains an in depth understanding of Departmental and University policies and procedures, and interprets regulations for students, staff, faculty, and the general public.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience / training
• Strong organizational and problem-solving skills
• Ability to organize, prioritize, and complete work with frequent interruptions.
• Ability to be accurate and thorough with careful attention to details.
• Ability to communicate verbally and in writing in a clear and concise manner.

Preferred Qualifications:

• 1-3 years Experience in an academic setting advising or counseling
• 1-3 years In administrative experience
• Familiarity with UCPath, GradNet, STAR, FileMaker, Google Docs, Drupal, and Microsoft office applications
• Ability to use various programs (Excel, Word, Google) to complete required tasks.

Special Conditions of Employment:

• Satisfactory criminal history background check
• 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:

• 40% GRADUATE ADVISING - Working within Departmental and University guidelines, the Graduate Program Coordinator is the primary source of information about the graduate program for students and faculty. Provides continuous expertise about Graduate Division policies and procedures for faculty, and serves as a liaison between students and faculty regarding all aspects of their academic career. Advises both students and faculty about regulations concerning all graduate matters including registration expectations and deadlines, schedule adjustments, incompletes, withdrawals, leaves of absence, and fellowship eligibility. Monitors every aspect of student progress toward the degree for approximately 100 History graduate students, reviewing grades, counseling students about setting appropriate schedules for meeting requirements and milestones, and exercising personal judgment about calling personal and academic problems to the attention of the Director of Graduate Studies. Maintains and monitors confidential student files, checking that course requirements are fulfilled and that exams are taken at appropriate times. Coordinates all language, comprehensive, and oral qualifying exams with students and faculty, and ensures that appropriate paperwork is completed for the Graduate Division. Participates in policy decisions with the Department Chair and Director of Graduate Studies, providing an informed opinion on university procedures and departmental precedents, as well as relevant information on graduate student status. Uses departmental email lists to keeps students, faculty, alumni, and affiliates informed at all times about relevant deadlines, events, career, and funding opportunities. Demonstrates a strong commitment to the students' personal and academic welfare, creating a climate in which academic and personal problems may be freely discussed, and exercising sound professional judgment in suggesting appropriate courses of action. Maintains close working relationship with Graduate Division and other related offices such as the Office of International Students & Scholars, English for Multilingual Students, Registrar's Office, Billing Office, Career Services, Counseling and Psychological Services, Student Mental Health, Financial Aid, and Cal State University Sacramento for administration of the joint Public History program.
• 20% GRADUATE PROGRAM ADMINISTRATION - Performs a variety of administrative duties in support of the graduate program. Maintains detailed and up to date reports and records regarding student progress toward degree, faculty dissertation committees, leaves of absence, withdrawals, incompletes, and other changes of status that have implications for student time to degree, graduate student employment, or financial aid. Prepares and maintains confidential correspondence and files regarding student matters. Provides letters of support and verification for past and present graduate students to various external institutions and other departments on campus. Establishes and maintains a database of programmatic and career information of current students and alumni in order to provide detailed individual and statistical data to faculty, staff, and campus administration when requested. Maintains graduate student mailboxes and department directory, and coordinates teaching assistant office assignments. Responsible for the production of graduate program informational material including, but not limited to the Graduate Student Handbook and recruitment brochures. Works closely with CSUS faculty and staff to establish procedures ensuring the smooth operation of the Joint PhD Program on both campuses.
• 20% GRADUATE ADMISSIONS - Working closely with the Director of Graduate Studies and the faculty admissions committee, oversees the administration of the graduate admissions process. Demonstrates a detailed understanding of the most up to date application policies and procedures as developed and communicated by Graduate Division. Provides accurate and holistic information to prospective students regarding the application process and requirements, program requirements, and financial aid and funding opportunities. Adhering to strict deadlines, uses the Graduate Division's online application portal to review, organize, and ensure completeness of approximately 100 applications per year. Reviews domestic and international student transcripts to verify GPA accuracy and US equivalency. Performs preliminary reading of applications and generates various reports to facilitate the review process. Informs faculty when applications are ready for review, provides online application review portal instructions, and monitors the review process to ensure admissions and fellowship decisions are reached by the posted deadlines. Provides advice to Director of Graduate Studies and admissions committee regarding admissions and fellowship eligibility and creation of support packages, and provides staff support to the committee regarding fellowship allocations and nominations. Prepares and sends departmental acceptance letters, and manages the planning and organization of prospective student recruitment visits. Secures refreshments, meeting rooms, makes hotel reservations, and provides information packets. Coordinates travel reimbursements with Department financial assistant, and manages the recruitment budget as supplied by Graduate Division.
• 20% FUNDING AND EMPLOYMENT - In consultation with the Student Affairs Manager, Director of Graduate Studies, and the Financial Aid Committee (FAC) recruits, hires, and oversees training for approximately 100 Teaching Assistant and Associate positions each year. Collects and organizes applications for review by the FAC. Processes all employment paperwork and enters and maintains appointments in UCPath (PeopleSoft). Using the Graduate Division financial portal, tracks and verifies eligibility for, and processing of, quarterly fee remission of Academic Student Employees (ASE) in History, completing employment exception paperwork when necessary. Assists Director of Graduate Studies and departmental Lead TA in coordinating TA orientation, training materials, and ongoing TA training and support. Manages and allocates approximately $500,000 of fellowship and grant funding annually, comprised of Block Grant, diversity and outreach funding, and departmental awards and prizes in conjunction with the History Associates. Works with the Financial Aid Committee to create funding packages for new and continuing students, and maintains detailed records of award commitments and account balances. Coordinates FAC meetings annually to determine new and continuing student financial support, providing information about available funding, student eligibility, and University policies and procedures, making informed funding recommendations to the committee and Director of Graduate Studies. Works closely with students to determine financial need, and administers application process and distribution of travel funds for conferences and research opportunities. In conjunction with the History Associates, coordinates annual departmental awards and prizes. Disseminates award criteria, establishes timeline for nomination process, collects and organizes nominations for review, schedules and attends FAC meetings, and provides advice and recommendations as needed.

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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