Payroll Title: Student Academic Advisor 2
Job Code: 4544
Job Open Date: 1/19/22
Job Close Date: Open until filled
Department Code-Name: EAPC - Education Abroad Program
Percentage of Time: 100%
Collective Bargaining Unit (CBU): 99 Non-Represented (PPSM)
Grade Type/Grade: PSS / 18
FLSA Exemption Status: Non-Exempt
Work Location: South Hall 2431
Pay Rate/Range: $23.66- $25.00/hr.
Days/Hours: Mon-Fri; 8am-5pm (occasional evening hours)
Eligible for Remote Work: Yes. 1 day per week remote upon completion of probation
Department Marketing Statement
The UCSB Education Abroad Program and UCSB Capital Internship Program (UC Washington Center / UC Sacramento) provide advising and outreach services to a large student population each year. The department sends more than 1,200 students overseas, receives approximately 300 international reciprocal exchange students, and supports reentry and cultural adjustment of returned students. UCSB EAP advises for 40 countries offered by the University of California Education Abroad Program (UCEAP). In addition, the department provides advising, outreach and support for students interested in participating in the University of California Washington Program (UCDC) and the University of California Center in Sacramento (UCCS).
Brief Summary of Job Duties
Under general supervision of the Associate Director and working in coordination with the EAP Director and team of regional advisors, the Academic Integration Specialist works on course articulation efforts and encourages academic departments to integrate Education Abroad Program (EAP) study abroad coursework into their major coursework. Advises students on studying abroad. Uses the UCEAP Course Catalog and UCEAP website to provide academic advisors with data that includes relevant study abroad program options, participation rates, course preapprovals (if any) and resources. Encourages academic departments to create course equivalencies and streamline approval processes. Encourages academic departments to promote study abroad, outreach to their student population and pursue outreach strategies. In consultation with the Associate Director, implements, coordinates and publicizes discipline-specific EAP scholarships with relevant departments.
The Capital Internship Program Advisor promotes the UC Washington Center (UCDC) and / UC Sacramento (UCCS) programs to campus department and students. UCDC/UCCS programs provide UCSB students with an opportunity to live, work as interns, and study in our nation's political and cultural epicenter, Washington, D.C. and in the California capitol city of Sacramento. Internships are available in a wide range of areas such as public policy, non-profit organizations, Congress and other government agencies, and scientific organizations. The advisor provides all student services aspects for this program including outreach, marketing, advising, application, pre-departure and re-entry stages. Serves as the UCSB liaison to the staff at UCDC/UCCS. Works closely with academic departments to integrate the UCDC/UCCS experience into the major. Works under the general supervision of the Associate Director.
Provides administrative support to EAP Campus Director and Associate Director as needed, including backup support for performing front desk duties. Other duties as assigned.
-Bachelor's degree and/or equivalent combination of education and previous work experience.
-Basic knowledge of advising and counseling techniques.
-Excellent judgement, and skills in decision-making.
-Ability to multi-task in a fast-paced environment.
-Ability to maintain positive professional demeanor under deadline pressure in a high-volume, continuous public contact setting.
-Ability to identify problems, apply reasoning, and develop original ideas to solve problems.
-Must be proactive and creative in recommending innovative methods to improve upon current processes
-High level of organization/attention to detail when advising and processing applications.
-Ability to research, assimilate and communicate complex academic information about offerings at host institutions abroad. Ability to identify and coordinate compilation of detailed information about appropriate course work available abroad.
-Strong written and verbal communication skills, including active listening.
-Ability to professionally manage and respond in difficult situations.
-Demonstrated experience of interacting patiently and diplomatically with diverse constituents including students, parents, and staff.
-Strong interpersonal, public relations and oral/written communication skills.
-Ability to work independently and as a member of a team.
-Ability to set goals, establish priorities and organize workload.
-Strong computer skills and the ability to learn new software/social media programs as needed.
-Skills in event planning and public speaking
-Overseas study and/or work experience
-Master's degree preferred
Special Conditions of Employment
For full consideration, please include a resume and a cover letter as part of your application.
Job Functions/Percentage of Time/Duties
50% Academic Integration
In consultation with the EAP Associate Director and Director, works on academic integration efforts, priorities and activities. Identifies needs of students and uses the UCEAP website to locate EAP programs that would be appropriate for their academic needs. Collaborates with faculty and academic advisors in the undergraduate colleges and academic departments to promote study abroad options, review participation rates, create course articulation equivalencies, and streamline approval processes. Keeps track of campus-wide academic integration interest, barriers, progress and outcomes. Provides EAP trainings for advisors in the major departments. Communication and dissemination of information with relevant parties are conducted via email, informational meetings and in-person appointments.
Maintains and updates online major advising pages (MAPs) highlighting certain programs and information that would assist students in their study abroad process. Advises students on study abroad. Works closely with the Video Peer Advisor on the development, review and creation of EAP discipline specific and academic related videos. Solicits input from EAP staff, departments, and colleges for the purposes of providing better advising information to students.
Collaborates with UCEAP on academic integration matters and actively engages academic departments on the UCEAP Academic Integration Grant opportunities. In consultation with the Associate Director and Director, plans for additional academic integration steps and provides suggestions to UCEAP based on feedback received by students, EAP staff and departments. Drafts, compiles and analyses statistical data for various discipline related reports. Advises students at the EAP front desk/reception area as needed.
50% Capital Programs Advisor
Carefully advises prospective UCDC/UCCS students during office hours and via email. Clearly communicates program details, requirements and application processes. Actively listens to students' academic, personal and professional goals and recommends program based on their needs. Guides students in clarifying their educational goals so that they can select the most appropriate program option. Examines the students' field of study, cultural sensitivity, academic preparedness, maturity, mental and physical health needs, dependent and parental concerns, and provides detailed knowledge of the academic, financial, cultural, and housing characteristics of each program. In collaboration with the Associate Director, refers students with mental health and/or judicial affairs related concerns to the appropriate offices. Counsels students on general financial matters related to UCDC/UCCS. Educates students of the program cost, payment process and how financial aid works on these programs. Works with students in the recruitment, application, interview, pre-departure and re-entry stages of the program. Selects students for these programs and conduct interviews when needed.
Creates a welcoming, customer service-oriented atmosphere, answer diverse questions of a detailed, general or complex nature, and respond to inquiries, complaints or concerns from students, parents, staff, faculty and members of the public in a professional manner. Instructs students in use of research resources for preparation of applications. Maintains confidentiality of student GPA, application and personal information. Must be patient and flexible when advising students. Proactively learns about UCDC/UCCS by reviewing available material, speaking to past participants and contacting the UCDC/UCCS central staff when needed.
Organizes and runs informational meetings for prospective students. Conducts informational presentations in classes and in meetings of student organizations. Provides tabling at academic fairs, Spring Insight and other informational events. Creates advising/marketing materials by using Canva, Adobe InDesign, and related graphic design products. Utilizes social media for promotional purposes. Trains and supports Orientation and Admissions staff on UC Washington Center and UC Center Sacramento opportunities. Serves as liaison between the program staff in both Sacramento and Washington and the UCSB campus on all matters affecting academic opportunities, student selection, student orientation and training, and internship placement. Provides enrollment data and compiles data for reporting as needed.
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