Job Details

Undergraduate Advisor

Position Number: 6526853
Location: Santa Barbara, CA
Position Type: Academic Advising

Undergraduate Advisor

University of California Santa Barbara

Job Posting Details

Position Number: 40072643

Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 8/28/25

Application Review Begins: 9/15/25

Department Code (Name): SASC (SO HALL ADMIN SUPPORT CENTER)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

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 $29.35 - $30.73/hr. 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 $29.35 - $42.06/hr.

Work Location: South Hall 3432D

Working Days and Hours: M-F; 8:00-5:00

Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits) 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 South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, English for Multi-Lingual Students Program (EMS), Linguistics, Philosophy, and the Writing Program. It includes Academic Services and Student Services units.

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:

As a member of the South Hall Administrative Support Center, Student Services unit, advises undergraduate students in all aspects of the English for Multilingual Students (EMS) Program and the Writing Program. Advising duties consist of enrollment and UC testing requirement inquiries, General Education requirements, and advising on the requirements for the Writing Program's minor in Professional Writing. Assists in the preparation, administration, and monitoring of special course offerings such as Academic Communities for Excellence (ACE), Writing for Engineers, Freshman Summer Start (FSS), and the writing component of the Summer Transitional Enrichment Program (STEP). The advisor also assists with the Academic Student Employment (ASE) hiring in the Programs and helps coordinate the ELPE and TA oral English language evaluations for new international graduate students. Works with the Graduate Division and graduate program advisors across campus to help meet Graduate Council policies pertaining to international graduate students. The academic advisor works closely with several central advising offices including the Office of the Registrar, College of Letters and Science, and the College of Engineering, Graduate Division, and Orientation Programs, on the implementation of enrollment procedures for routine and specialized courses in both the EMS and the Writing Programs. Serves as a liaison to a variety of campus units that work to enhance the academic experience of students new to UCSB. Responsible for scheduling and coordinating administrative aspects for all EMS and Writing Program courses, including coordinating faculty workload requests, preparing curriculum plans, and accurately scheduling a large volume of classes.

Required Qualifications:

High School Diploma
1-3 years Administrative experience
Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Preferred Qualifications:

1-3 years Experience in academic advising in a higher education setting.
1-3 years Experience working in a diverse academic setting
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Special Conditions of Employment:

UCSB Campus Security Authority under Clery Act
Satisfactory criminal 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:

50% STUDENT SERVICES - (1) Student Advising: advises students from the three colleges regarding all aspects of writing/EMS courses that satisfy the UC Entry Level Writing Requirement, UCSB General Education requirements, and/or major and minor requirements; collaborates with Orientation Sessions to help train orientation staff and assists with advising incoming freshmen on writing requirements and courses; works closely with central College advising offices and select student affairs offices to uphold GE requirements and facilitate specialized course sequences processes student petitions to drop writing courses; (2) Degree Monitoring: processes applications to the Minor in Professional Writing; maintains a database and tracks the progress of students in the minor; prepares and forwards Departmental Clearance forms to appropriate departments; assists assigned faculty in tracking internships; advises Director and appropriate faculty on campus policies and procedures related to the minor; (3) Course Enrollment: responsible for all aspects of placing and removing blocks on student registration for non-compliance of the UC Entry Level Writing Requirement and/or Writing 2 requirement; determines writing placements for students in the College of Engineering who are required to take the Writing for Engineers course sequence; works with the College to monitor enrollment in this sequence; responsible for all aspects of pre-GOLD enrollment of sequenced courses for the Academic Communities for Excellence (ACE) program; facilitates resolutions to student problems related to course enrollment, GOLD, and registration blocks; opens and monitors course waitlists; liaison with the Office of the Registrar, College of Letters and Science, College of Engineering, Educational Opportunity Program, and Orientation Programs to develop and implement enrollment procedures for routine and specialized writing courses.
45% INSTRUCTIONAL PROGRAM COORDINATION - (1) Curriculum Planning Preparation: prepares materials and enrollment reports for annual curriculum planning; assists in preparing the draft of the annual curriculum plan by course and faculty member; Monitors and advises the Student Services Manager and Program Director on enrollment trends and anticipated course demands to initiate curriculum development needs during the academic year. (2) Quarterly Course Scheduling: Based upon general guidelines from the Directors in the EMS and Writing Programs, schedules approximately 450 courses per year (academic year and Summer Sessions) to ensure optimal use of faculty resources and to maximize student enrollment, including coordinates annual workload requests from approximately 95 faculty (ladder, lecturer, and graduate student) that include course and schedule preferences; schedules classes using the Program curriculum plan and faculty schedule preferences, and schedules/cancels temporary classes with alternate time slots; serves as the liaison with campus departments to coordinate Program course schedule, make special course arrangements, and provide solutions to scheduling issues; serves as liaison with Summer Sessions to coordinate course schedule and solve scheduling issues; coordinates room assignments to accommodate special class needs; e.g., media equipment and student presentations; prepares Schedule Alteration Forms for all classroom changes; maintains database with current scheduling information by quarter, generating a variety of related reports on a regular basis; creates new scheduling database each year; prepares and distributes individual faculty schedules, annually and quarterly; prepares "map" of all Fall Quarter courses in STAR, updating weekly during summer orientation; prepares, updates, and proofreads all scheduling entries to the Schedule of Classes and Summer Sessions catalog, ensuring that accurate course information is reflected. (3) Course Maintenance: Maintains and facilitates course proposals and revisions via CourseDog. Assists with the submission of any supplemental materials related to courses (i.e.GE proposals, online course proposals). Assists with the creation and maintenance of MOUs for all cross-listed and concurrent courses. (4) Exam placement management: Works with faculty committees to support the coordination of the campuswide Collaborative Writing Placement (CWP) and English Language Placement Exam (ELPE) for undergraduate students that have not satisfied the UC Entry Level Writing Requirement. Works closely with the Registrar's Office to enter official exam placement results in the student information system and ensures the system conducts accurate prerequisite checking from exam scores. Supports the administrative coordination of the graduate English Language Placement Exam (ELPE) and assists with the organization of the TA oral English language evaluations conducted by the EMS Program. Tracks and maintains the status of graduate students required to complete EMS Program courses. Creates and distributes placement reports for each exam to appropriate academic divisions and/or departments on campus. (5) Additional Programmatic Duties: Initiates hiring transactions for ASEs in UC Path and assists with additional payroll transactions as assigned. Maintains and updates the General Catalog; Generates quarterly IRAL reports; Processes undergraduate student awards; assists with maintaining the calendar for Program controlled spaces.
5% SPECIAL PROJECTS - Maintains and updates digital desk and resource manual; staff support to faculty committees as assigned; website updates 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/VaccinationsProgramsPolicy

*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 as 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.

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 and Fire Safety 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'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=80836&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant