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Application Review Date
The First Review Date for this job is: October 2, 2019
The Student Services team provides support for prospective students and current students in the undergraduate and graduate programs in the Physics department at UC Berkeley.
Involves a wide range of student services duties and responsibilities for the Physics Department. Using professional Student Services skills, incumbent independently provides advice and assistance to the Director of Student Services, Department Chair, faculty, Student Services Team and students in all aspects of the Berkeley Physics International Exchange Program (BPIE) including program logistics, academic advising, recruitment, and admissions support into our BPIE Program. The position also schedules and manages BPIE events as well as assists with Unit's events such as graduate recruitment, Commencement, CalDay and other events where both BPIE and UCB students participate. Handles confidential aspects of the Department's such as course record collection and management, textbook orders, CSS/BRS reimbursements/transactions for the Student Services Unit. This position is the primary enrollment manager handling student requests and resolving enrollment matters in CS/SIS including processing wait-lists, section swaps and course maintenance in Campus Solutions. Manages special event room requests and DSP room scheduling accommodations. Supports Student Services Unit as needed.
BPIE and Program Administration:
Applies professional Student Services concepts in providing a variety of student services to the student population served by the organization, and to faculty and management within that organization.
Handles and supports the Berkeley Physics International Program (BPIE).
Manages program logistics, sets-up Skype/WeChat phone interviews, arranges student pick-ups at airport, collects and organizes program applications and provides general administrative support for the program as needed.
Prepares correspondence and other written materials for Student Services Unit, requiring some specialized knowledge of the subject matter. Prepares reports with BPIE student statistics for the Director of Student Services.
May analyze trends.
Coordinates and schedules all BPIE program events including faculty-student lunches, workshops, excursions, lab tours, and social student outings.
Assists with coordination and scheduling of large, complex conferences, meetings and Department events - such as graduate recruitment, CalDay and Commencement.
Handles confidential aspects of the Department's undergraduate/graduate program information updates, course record collection and management.
Maintains website updates.
Applies professional Student Services concepts in providing a variety of services to the student population served by the organization, and to faculty and management within that organization. Monitors and ensures the program progress of BPIE visiting undergraduate physics majors.
Attends conferences, meetings and committees with the Director of Student Services to develop strategies, recruit and implement new programs for increasing undergraduate students in the BPIE Program.
Prepares, manages and analyzes exit interviews for all BPIE majors.
Makes recommendations for improvement to Director of Student Services.
Meets regularly with Student Services Unit and provides full reports on position.
Monitors and assists with updates to the Student Services Unit information on the Department website.
Serves as the main resource directing inquiries concerning general student matters at the undergraduate and graduate level for faculty, University offices, outside agencies, and the general public.
Provides advice and assistance to students on academic and program progress and major requirements for BPIE program students.
Assists students in, alternative academic options, resolve scheduling conflicts, and similar issues.
Provides experienced advising to multiple areas of BPIE student activities and related university functions such as academic progress requirements, health insurance, financial aid, housing, etc. in coordination with UC Extension.
Establishes, tracks and maintains academic records of all BPIE undergraduate majors.
Monitors student progress for satisfaction of major requirements or the program.
Advises students on grade deficiencies and recommends possible solutions.
As intake Advisor, refers new, continuing and transfer students, prospective majors, and graduate students to Departmental Undergraduate and Graduate Advisors and assists making appropriate referrals to campus offices as necessary.
Advises BPIE students via individual appointments, workshops, orientations and across campus. Develops orientation programs for BPIE students.
Provides course selection strategies based on knowledge of availability of specific offerings, course availability, and student's background.
Enrollment Manager, Instructional and Unit Support:
Serves as enrollment manager handling student requests and resolving enrollment matters in CS/SIS including processing wait-lists, add/drops, section swaps and course maintenance in Campus Solutions.
Is back up to Lead Scheduler for Unit.
Fully manages all special/one-time room request and events for the Departments.
Assists with regular terms and summer scheduling as needed.
Independently verifies and insures Department compliance with Registrar guidelines and constraints for all scheduling and deadlines.
Manages all Disabled Student Program (DSP) room request accommodations.
Fully manages all aspects of textbook needs for the Department.
Collects order information, contacts publishers and coordinates and places all orders with campus textbook stores.
Manages and maintains departmental textbook database.
Manages all online homework accounts and is primary contact with publishers for these accounts.
Provides leadership in developing and implementing outreach and recruitment to attract qualified undergraduate to the Department BPIE program.
Disseminates program information for and about the Department.
Creates outreach materials and oversees the development and distribution of these materials.
Evaluates, coordinates and processes all graduate recruitment reimbursements using campus systems (BearBuy and Reimbursement system) and following CSS/BRS ) guidelines.
Serves as liaison to all undergraduate department student organizations, the College of Letters and Science, Office of Undergraduate Research, Office of the Registrar, Career Center, Cesar Chavez Learning Center, Disabled Student Program Office, and other academic departments.
Employee development as needed.
Other duties as assigned
Knowledge of advising and counseling techniques.
Knowledge of University-specific computer application programs and pertinent databases.
Knowledge or ability to learn of University processes and procedures.
Understanding of University rules and regulations, or equivalent.
Interpersonal skills. Multicultural competencies; ability to work with diverse populations.
Skills in service orientation, active listening, critical thinking.
Ability in problem identification, reasoning.
Ability to multi-task, verbal communication, written communication, organization.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
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