Graduate Admissions Coordinator

Position Number: 40078112

Payroll Title: STDT SVC ADVISOR 2 (004574)

Job Code: 004574

Job Open Date: 8/21/25

Application Review Begins: 9/8/25

Department Code (Name): ELEG (ELECTRICAL & COMPUTER ENGINEER)

Percentage of Time: 100

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $26.53 - $33.05/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 $26.52 - $44.92/hr.

Work Location: Trailer 380, Room 101

Working Days and Hours: M-F 8-5

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 Electrical & Computer Engineering Department was established in 1962 and is the largest of the five academic departments in the College of Engineering. Research in the Department is categorized into the following areas: Communications & Signal Processing, Computer Engineering, Control Systems, and Electronics & Photonics. The Electrical & Computer Engineering Department consists of 45 faculty, 50 staff, 600 undergraduate students, and over 350 graduate students and researchers. The department has a dual mission: Education: We will develop and produce excellent electrical and computer engineers who will support the high tech economy of California and the nation. This mission requires that we offer a balanced and timely education that includes not only strength in the fundamental principles but also experience with the practical skills that are needed to contribute to the complex technological infrastructure in our society. Research: We will develop relevant and innovative science and technology through our research that addresses the needs of industry, government and the scientific community.

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 general supervision of the Student Affairs Manager, the Graduate Admissions Coordinator is responsible for all admissions-related duties and processes for the various graduate programs, including the BS/MS program. Tracks and ensures integrity of student files and information for over 900 applications per year. Responds to inquiries about the application process, program requirements and curriculum, financial support, fee waivers, provisional admission, deferrals, housing, and other related topics. Generates and prepares statistical reports for committees, Graduate Division, College of Engineering, and external agencies. Creates print and web-based materials and maintains information within the department and Graduate Division's admissions webpages. Responsible for admissions recruitment and all outreach efforts. Provides academic and financial administrative support for the graduate and undergraduate programs in the Department of Electrical and Computer Engineering. Provides routine academic advising services and progress checks for graduate students, and assists in various tasks related to the onboarding of incoming students.

Required Qualifications:

• Bachelor's Degree in related area and / or equivalent experience / training

Preferred Qualifications:

• 1-3 years Student affairs administration and/or advising
• Knowledge of University-specific computer application programs and pertinent databases.
• Knowledge of University processes and procedures related to student affairs.
• Ability to multi-task; strong verbal and written communication skills; organized, reliable, and resourceful.
• Basic knowledge of student immigration and visa processes pertaining to international students and scholars.
• Multicultural competencies; ability to work with diverse populations.
• Ability to analyze situations and solve problems using independent judgement

Special Conditions of Employment:

• Some overtime hours required during peak admissions season.
• 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:

• 60% Graduate Admissions Coordination - Independently develops and is responsible for the implementation of the entire graduate admissions process, which is conducted completely online. Organizes, tracks, and ensures integrity and completion of student files and information for over 900 applicants per year, of which, 80% are international. Responds to a large volume of inquiries regarding program requirements, admissions procedures, financial support, housing, cost of living, and community issues. Under the guidance of the Student Affairs Manager, analyses, evaluates, and calculates GPAs for domestic and international students from various universities worldwide. Must keep abreast of changes in policies involving foreign transcript evaluations. Determines the validity of undergraduate degrees, consults on TOEFL/IELTS scores and waivers, and ensures that applicants meet all eligibility requirements. Makes updates within the Graduate Division's AppReview system to ensure completion of applicant files and assists with uploading application materials, including trouble-shooting within the online application. Provides guidance to faculty in accessing and reviewing applications within the Graduate Division's AppReview system, including annual maintenance of faculty access and research area affiliation. Acts as a liaison and consults with the Graduate Division about admissions requirements and processes. Drafts correspondence and admission exception requests for the Department Vice Chair and Graduate Admissions Committee (GAC) on an as needed basis. Provides rolling updates to the department's admissions website and posts on social media platforms to provide accurate information about admissions procedures, frequently asked questions, and to facilitate the tracking of files by the GAC. Completes annual updates to the ECE Department and Graduate Division's graduate admissions webpages. Provides administrative support to the Vice Chair, including generating and preparing statistical reports for various department committees, the Graduate Division, College of Engineering, and external agencies utilizing Power Bi, GradPoint, and FileMaker databases. Responsible for analyzing information from said reports in order to target outstanding applicants, advise faculty on areas of concern, and to track changes in trends. Identifies special populations for fellowship consideration and other eligibility for various campus programs. Coordinates and provides annual guidance to ECE undergraduates about the application process and requirements for the five-year BS/MS program, including during the annual mandatory junior meeting. Supervises temporary staff during the admissions season.
• 25% Student Affairs Operational Support and Advising - Provides administrative support to the Student Affairs Manager and Vice Chair on a variety of tasks in both the graduate and undergraduate areas. Independently composes correspondence, memos, miscellaneous verifications for students, and types reports from rough drafts or verbal instructions using Microsoft Office software and Google Suite. Under the general supervision of the Student Affairs Manager, submits UCSB Procurement Gateways orders, coordinates Ph.D. Screening Exams during fall and spring quarters, and helps to complete UCPath transactions and hiring paperwork for ASE employment on an as needed basis. Completes data entry in graduate student and alumni databases for student committees, exam and degree completion, alumni job placements, and creates new student records in FileMaker Pro. Provides support to the CE Program Assistant for various events such as the Capstone Project Days and CE Advisory Board meetings. Compiles data and generates statistical reports for PRP, WASC, and ECE Advisory Board visits. Completes graduate student placement survey reports required by the Graduate Division for WASC. During the summer in consultation with the Student Affairs Manager, assists in onboarding new students by coordinating the ECE Graduate Student and Teaching Assistant orientations, TA English Language Exams, making faculty advisor assignments, submitting GLACIER requests, updating student manuals, drafting the orientation letter, and assisting with miscellaneous degree program updates, etc. Uses the Student Access and Retrieval System (STAR) to generate various reports and instructional information for operational duties. Works closely with the Student Affairs Manager in the administration of financial support packages and assumes this responsibility in their absence. Completes annual Curricular Practical Training requests. Assists the Vice Chair in organizing Undergraduate and Graduate Affairs Committee meetings and other various administrative projects as needed. Responsible for creating and maintaining all ECE Student Affairs publications and updating corresponding information within the department's website. Serves as the back-up graduate advisor to the Student Affairs Manager. Completes progress checks and provides routine advising and assistance to graduate students and BS/MS students on academic, curricular, and degree progress. Provides basic information about moderately complex student immigration and visa processes to international students.
• 15% Recruitment and Outreach - Works with the Department Vice Chair in the development and implementation of the student recruitment process, including coordinating recruitment and outreach efforts at both the graduate and undergraduate levels. Assists in completion of the annual reporting efforts survey. Compiles and generates statistical reports related to the recruitment process. Under the guidance of the Student Affairs Manager, coordinates and is responsible for all activities and events related to outreach and the recruitment process, including campus visits for prospective students and Mellon Mays/McNair Scholars. Coordinates recruitment travel reimbursement documentation. Develops and coordinates the distribution of print and web-based recruitment and marketing materials. Facilitates all departmental outreach and correspondence, including working with the Graduate Division to identify populations of prospective students for recruitment purposes. Occasionally travels (both in and out of state) to represent the ECE Department at various recruitment events.

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.

Reasonable Accommodations:

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