Undergraduate Intake Advisor

2 weeks ago

Santa Barbara, United States University of California, Santa Barbara Full time

**Job Code**: 004722

**Job Open Date**: 4/16/24

**Application Review Begins**:5/1/24; open until filled

**Department Code-Name**: ENGR - Dean, College of Engineering

**Percentage of Time**: 50%

**Employee Class (Appointment Type)**:Staff (Career)

**FLSA Exemption Status**:Non-Exempt

**Work Location**: 1006 Harold Frank Hall

**Hiring/Budgeted Hourly Range**:$27.29 - $33.49/hr.

**Days/Hours**: 20 business hours/week across M - F, 8am - 5pm; exact hours to be determined

**Benefits Eligibility**: Full Benefits

**Type of Remote or Hybrid Work Arrangement if applicable**:In-person only

**Special Instructions**

**Department Marketing Statement**

The College of Engineering at UCSB is noted for its excellence in teaching, research, and service to the community, infused by a spirit of entrepreneurship in education, scholarly activity and participation in engineering practice. Our mission is to provide our students with a firm grounding in scientific and mathematical fundamentals; experience in analysis, synthesis, and design of engineering systems; and exposure to current engineering practice and cutting-edge engineering research and technology. The College has an enrollment of approximately 1,500 undergraduate students and 700 graduate students with a full-time, permanent faculty of 165, and offers undergraduate and graduate degree programs in seven departments including Biological Engineering, Chemical Engineering, Computer Science, Electrical and Computer Engineering, Materials, Mechanical Engineering and Technology Management.

**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**

The Intake Advisor serves as the initial contact for the College's Office of Undergraduate Studies. Utilizing advanced customer service and professional skills, provides general academic advising, as well as, receptionist services including answering phones and greeting students, faculty, and other visitors who contact the Office via telephone or in person. Provides administrative and analytical support to the Associate Dean for Undergraduate Studies in the College of Engineering, including correspondence, maintaining electronic calendar, arranging travel, and scheduling meetings on his behalf. Provides administrative support for the Office, including travel, entertainment, and other documents needed for reimbursements. Coordinates outreach communication to current and admitted students. Serves as the event coordinator for Discover Engineering. Provides staff support for College's special events, including recruitment events, commencement ceremonies, open houses, and senior awards events.

**Required Qualifications**
- High School Diploma or GED.
- 1-3 years of administrative work experience.
- 1-3 years of experience with software programs and computer literacy.
- Ability to teach others novel information in an effective, patient manner.
- Effective, respectful and clear communication skills.
- Strong customer service skills.

**Preferred Qualifications**
- Strong organizational skills.
- Ability to work effectively in a team environment, with willingness to help team members.

**Special Conditions of Employment**
- Satisfactory conviction history background check.
- UCSB is a Tobacco-Free environment.
- Occasional extended hours for special events.

**Special Instructions**

**Job Functions/Percentage of Time/Duties**

20% Administrative and Event Responsibilities****:

- Provides clerical support for the unit and maintains records for about 2,000 undergraduate students. Performs other clerical duties: word processing, photocopying, processing student forms, and scanning documents. Maintains calendar of the Undergraduate Office's daily activities, utilizing electronic calendar, prioritizing appointments, meetings, and conferences. In coordination with the Director of Academic Advising, assists in updating GEAR, the College General Engineering Academic Requirements catalog. Has a wide knowledge of software programs, including: MS Office, Adobe Acrobat, and campus systems such as STAR, Academic Advising Assistant, and ASSIST. Prepares travel itineraries, makes travel arrangements, and completes necessary forms for travelers in the unit. Utilizes Connexxus (an online travel center system) for state employee airline fares. Collects and assembles travel and entertainment reimbursement documentation for approval. Submits travel reimbursements using Accounting's on-line travel voucher process. Serves as event coordinator for Discover Engineering. Manages event planning logistics, including coordination with college and departmental staff. Provides staff support for the College's special events, including: recruitment even

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