Graduate Program Coordinator

Apply for Job Job ID 87164
Location UCSB Campus
Full/Part Time Full Time
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Job Posting Details

Position Number: 40071348

Payroll Title: STDT SVC ADVISOR 2 SV (005155)

Job Code: 005155

Job Open Date: 06/29/2026

Application Review Begins: 07/15/2026

Department Code (Name): POLS (POLITICAL SCIENCE DEPT)

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 $25.77 to $31.00 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 $25.77 to $43.58/hour.

Work Location: Ellison Hall - 3833

Working Days and Hours : M-F, 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid possible after 6-month probationary period (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:

For over half a century, the Department of Political Science at UC Santa Barbara has been home to top scholars engaged in cutting edge research. Housed in a world-class university widely known for its interdisciplinarity, the department is committed to rigorous quantitative and qualitative research, as well as to normative theory.

In addition to its commitment to research, the department prides itself on first-rate teaching at the undergraduate and graduate levels. Our research and teaching cover the traditional fields of International Relations, Comparative Politics, American Politics, Political Theory, and Research Methods. We are distinctive because of our additional emphasis on the Politics of Identity and Politics of the Environment.

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:

Responsible for independently managing the graduate program in Political Science under the general supervision of the Business Officer, with additional guidance provided by the Faculty Graduate Advisor. With respect to graduate admissions, is directed by the Graduate Admissions Committee Chair. Actively participates in key decisions involving students and the program along with the Faculty Graduate Advisor, Graduate Admissions Committee Chair, Department Chair, and the Graduate Committee. Independently advises students, maintaining a climate of interpersonal support by identifying problems students encounter, finding persons and resources to assist them, and by providing reliable and accurate information about departmental and university policies to help students meet individual goals. Acts as a major information conduit for political science graduate students, faculty, staff, other departments, the administration, graduate alumni, applicants and potential applicants to the program. Coordinates operational procedures of the graduate program to ensure the efficient retrieval and flow of information. Manages the graduate admissions process and communicates with the Faculty Graduate Advisor, Graduate Admissions Committee, faculty members, and applicants to ensure that the process works smoothly. Maintains communications with Graduate Division personnel. In addition to performing a variety of technical tasks at a high level of proficiency, the Graduate Program Coordinator is expected to be strongly committed to the program and to the welfare of the students, daily exercising independent professional judgment and creative problem-solving skills.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience
• Ability to multi-task
• Strong verbal and written communication skills
• Strong interpersonal skills
• Multicultural competencies; ability to work with diverse populations
• Skills in problem identification and reasoning
• Skills in service orientation, organization, active listening, and critical thinking

Preferred Qualifications:

• Master's degree
• 1-3 years directly related experience
• 1-3 years working in a higher education institution
• 1-3 years working with students, preferably graduate students
• Knowledge of advising and counseling techniques
• Knowledge of University and Graduate Division policies and procedures regarding graduate and undergraduate affairs
• The ability to interpret regulations from various administrative offices for students and faculty
• Knowledge of University-specific computer application programs and pertinent databases
• Basic knowledge of student immigration and visa processes pertaining to international students and scholars
• Knowledge of University processes and procedures

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:

• 30% Graduate Advising - Advises approximately 45 graduate students (currently enrolled, on official leave or lapsed) on a wide variety of issues, including requirements for graduate admissions, program requirements and options, grades, courses, financial aid, petitions, leaves, exam schedules, progress towards degree, housing, cost of living, community issues, employment, and other personal and academic issues related to their welfare. Responsible for providing information for two degree programs (M.A. and Ph.D.) with six sub-fields. Provides accurate guidance and information to students navigating the complexities of the Ph.D. program, assisting students in course selection to complete the program and varied sub-field requirements. Responsible for informing students and faculty of rules and regulations regarding theses and dissertation filing. Demonstrates strong commitment to students' personal and academic welfare, creating a climate in which academic and personal problems may be discussed confidentially. Understands department and university policies and options available to students, and answers questions from students regarding rules and regulations of the graduate program; refers them to appropriate persons or recommends courses of action to resolve academic or personal problems. Communicates regularly with the Faculty Graduate Advisor, department leadership, and Undergraduate Program Coordinator regarding TA issues and concerns. Directs graduate student program and academic concerns in a timely manner to department leadership. Regularly informs students, Faculty Graduate Advisor, Chair, and other faculty of relevant information with pertinent dates and deadlines (e.g. registration, commencement, travel and research grants, financial aid, adding/dropping classes, etc.) Processes and administers the FWS and summer TA and Associate application calls providing a transJob Standard and diplomatic hiring process. There are approximately 55 TAships in FWS and 6 TAships in Summer Session; Associate positions vary from year to year. Collects and maintains a file of potential non-Political Science TA candidates in case of sudden TA vacancies in the department.
• 10% Reporting and Data Analysis - Closely monitors the progress of all graduate students in meeting the degree requirements of the Graduate Division and Department. Maintains accurate, up-to-date information in each graduate student file including program requirements, financial support awarded, examination results, evaluations and admissions data. Independently prepares complex progress and degree checks for students and Graduate Division. Prepares detailed analyses of enrolled student performance by degrees awarded, M.A. and Ph.D. tracks, by six sub-fields, including average time-to-degree, attrition/success rate with comparisons in terms of both quality (e.g. GPA, GRE scores) and diversity. Maintains database and prepares analyses and reports for fellowship support, pass/fail rates for examinations, teaching assistant allocations and TA FTE, student evaluations, job placement, course offerings, enrollment statistics, etc. Analyzes data and prepares reports on applications and admissions data, admissions/take rates including indicators of quality and diversity. Analyzes data and prepares spreadsheets for Graduate Admissions Committee decisions and faculty TA allocation decisions.
• 15% Recruitment and Graduate Admissions - Oversees production, revision and distribution of all informational material for the graduate program including the Graduate Student Handbook and other related publications. In consultation with Faculty Graduate Advisor and Graduate Admissions Committee Chair, prepares graduate recruitment materials and General Catalog grad copy. Maintains and regularly updates information on the Graduate Program page of the Department's web site, coordinating with the Undergraduate Program Coordinator as needed for curricular information. Responsible for all publicity concerning the graduate program. Responsible for identifying and coordinating the Department's outreach activities including but not limited to participation in various campus outreach programs. Responsible for identifying and coordinating special minority recruitment activities, including the Department's participation in the American Political Science Association Minority Identification Project. Coordinates all aspects of recruitment and admissions: - Meets as needed with prospective students to present and promote the graduate program - Manages all communication and correspondence with applicants, admitted students, and students on the waiting list - Advises the Graduate Admissions Committee on matters pertaining to graduate admissions and exceptions to graduate admission policies. - Creates and monitors completeness of applicant files in Graduate Division application portal - Computes GPA scores as needed - Evaluates files for discrepancies; routes complete files to graduate committee for review - Assures that Graduate Division regulations and deadlines are met - Coordinates campus visits and interviews for admitted students
• 15% Assistant to Faculty Graduate Advisor - Evaluates new and existing campus and university policies and procedures assessing the impact on the Departmental graduate degree programs. Responsible for providing information on procedural matters, established precedents, rules and regulations on which policy decisions may be formulated. Attends all meetings of the Graduate Committee providing information and recommendations regarding the programs, policies and procedures. Attends general faculty meetings as necessary (usually three or four a year) to provide information and advice on graduate matters. Informs Faculty Graduate Advisor of graduate student problems and concerns. Responsible for informing the Faculty Graduate Advisor of students' eligibility for reallocated fellowship money, providing key advice and data on individual need. Drafts correspondence for the Faculty Graduate Advisor that deals with departmental recommendations and the graduate program. Responsible for coordinating M.A./Ph.D. oral examinations. Coordinates and proctors Ph.D. written comprehensive examinations and informs students of their examination scores. Plans and co-presents new graduate student orientation program in the fall. Organizes and participates in quarterly town hall meetings with graduate students and the Faculty Graduate Advisor.
• 10% Graduate Student Employment Financial Management - Plays an active role in recommending graduate students for employment as Teaching Assistants, Readers, and research appointments. - Advises faculty of policies, salary scales, etc. related to student employment categories. Maintains extensive knowledge of University and Graduate Division policies and procedures pertaining to the employment of graduate students. - Also required to be familiar with UAW contract requirements so that Teaching Assistant and Teaching Associate appointment hires adhere to UAW contract requirements In addition: - Processes all employment paperwork and enters appointments in UCPath system for hires of Teaching Assistants, Teaching Associates, Readers, and other graduate student employment titles, verifying satisfactory performance for approval to work - Manages all aspects of Fee Fellowships (approximately $250,000) including applications, review and notification processes, and entering fee fellowships from the department Block Grant into the Graduate Student Financial System.
• 20% Graduate Affairs Program Support - Provides administrative support for the Graduate Program. Duties include: - Maintains the department's graduate student listserv - Prepares correspondence for admitted students and students on the waiting list - Prepares all department fellowship allocation letters - Reviews graduate students' fees and billing information on BARC statements to confirm fellowships and grant payments were processed - Maintains applicant file for reallocation of TAships - Submits graduate program requests for change, and changes approved by the department faculty, to the Academic Senate via the Master Catalog Approval platform - Collaborates with the Chair's Analyst/Assistant to compile and distribute quarterly TA evaluations by instructors to the TAs, Business Officer, and Undergraduate Program Coordinator. - Regularly updates the performance tracking worksheet used for the annual faculty meeting on graduate student progress with TA ESCI evaluation date, faculty TA evaluation data, GPA, and comprehensive exam results - Updates the student information system (Gaucho Blue/Star) each quarter with TA section assignments

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 -

*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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