About Berkeley The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date The First Review Date for this job is: Immediate Review
Departmental Overview The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 250 regular faculty members, 1, 800 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. Operating expenditures for the College as a whole exceed $230 million annually. Research expenditures amounting to approximately 20% of campus total are administered separately by the Engineering Research Support Organization.
The Department of Mechanical Engineering is an academic department within the College of Engineering. Academic positions include 41.50 tenure track faculty, 4 adjunct professor, 5 professors of the Graduate School, and approximately 8 temporary instructors, 100+ visiting scholars and post-doctoral fellows. The department serves approximately 356 graduate majors, including Ph.D., approximately 110 Masters of Engineering Professional Degree students, and 651 undergraduate major and double majors.
The Department of Nuclear Engineering academic positions include 9 tenure track faculty, x adjunct professor, 2 professors of the Graduate School, and approximately 3 temporary instructors, 6 visiting scholars and post-doctoral fellows. The department serves approximately xx graduate majors, including Ph.D, approximately 10 Masters of Engineering Professional Degree students, and xx undergraduate major and double majors.
The Department of Mechanical Engineering and the Department of Nuclear Engineering's mission is to provide high-quality instruction at all levels, prepare undergraduate and graduate students for leadership in the profession, perform high-impact research, and serve the campus, the State and the nation.
Mechanical Engineering (ME) and Nuclear Engineering (NE) were restricted to provide combined, comprehensive services to faculty, students and staff in all units (Etcheverry Business Service Unit). The incumbent will manage the constructed Student Affairs group within the Etcheverry Business Service Unit. Incumbent functions with autonomy and reports directly to the Director of Administration of the Etcheverry Business Service Unit.
The Student Services Director is accountable for the Student Services Unit, which includes both undergraduate and graduate programs. Responsibilities include management and professional development of staff; strategic planning and assessment for the department's student services functions; development and implementation of student services related policy and procedure; curriculum planning and placement of Academic Student Employees (ASEs); and the financial management of departmental fellowships, scholarships, awards, and block-grant funds. The incumbent is the primary departmental resources in all student services related areas and works collaboratively with the Vice-Chair of Instructions and Vice-Chair of Graduate Studies and faculty committees to achieve the department's academic objectives. The Student Services Director is responsible for creating an alumni database to support annual fundraising drives. The incumbent is an essential part of the department's administrative management team and works the Director of Administration and with other department managers to ensure the success of the department as a whole.
Responsibilities 30% Program Planning and Management:
Holds full functional accountability for department's graduate and undergraduate student services programs. Independently manages the administration and operation of department's Student Services Unit and has broad authority and oversight responsibility in related matters, including academic advising, career counseling, recruitment, admissions financial aid, the evaluation and awarding of fellowships and block grant funds, student orientations and events (e.g., Commencement, CalSo, CalDay, Graduate Preview Day, etc.), curriculum planning and scheduling, enrollment management, instructional support (GSI & Readers), and other related programs. Leads analysis, forecasting, and strategic efforts as they relate to student services, and builds and maintains the administrative and organizational capacity of the department's Student Services Unit. Evaluates the effectiveness of the student services function, and makes changes to the program to provide better service to organizational management, faculty, and students. Responsible for conceptualizing, developing, implementing, assessing and managing student support service models that promote students' academic success. Analyzes, develops, and modifies programs, methods of advising and procedures in student services to integrate University and department directives within Student Services.
Develops, interprets, and administers student services programs. Researches and facilitates implementation of technologies, including database and web-based systems to enhance the delivery of programs and services.
Participates in Department, College, and campus taskforces and committees and serves as the primary department administrative representative on all matters related to student services. Incumbent assists those requesting tutorial help in finding and receiving financial assistance. Manages the registration process, including SIS, Cal Central add/drop processes and pre-registration advising. Ensures that students are informed of deadlines and details of registration, course changes, and international exchange opportunities; assists exchange students in adjusting to life within the department. Advises the campus Director of the Berkeley International Office (BIO) on financial issues regarding the ME and NE international students. Advises the Faculty and Staff Directors of Campus Shared Services. The Electronics Research Support Organization (ERSO) on Graduate Division and Departmental policies affecting ME and NE students employed on faculty research grants.
Develops, interprets, and administers student services programs. . Evaluates the effectiveness of the student services function, and makes changes to the program to provide better service to organizational management, faculty, and students. Represents the student services unit to the campus community and relevant external constituencies.
Oversees all professional staff services, practices, and procedures relating to students' progress in ME & NE B.S., M.S., 5th Year M.S., Ph.D. and Professional M.Eng Degree programs, from admission through graduation. Incumbent has full responsibility for implementing and coordinating programs at all levels of study, including drafting policy statements, establishing of administrative procedures, and negotiating with the Berkeley Graduate Division or the Office of Admissions & Records and Registrar to insure consistency with University and System-wide policy.
Assesses administrative problems that may arise affecting staff or students, investigates alternatives, devises and implements solutions. Interfaces with campus offices to determine approaches to resolving problematic student issues. Applies high-level knowledge of student services administration and innovative problem-solving skills.
In accordance with Departmental, University and College policies, and in compliance with the ADA, implements student advising for ME and NE Bachelor's, Master's, Doctoral, and Master's degree programs by acting on behalf of the Vice-Chairs of Graduate Studies and for Undergraduate and instructional Matters, Equity Diversity and Inclusion and as well as for a variety of ME and NE Departmental committees. Responsible for conceptualizing, developing, and implementing student support service models that promote students' academic success. Assesses overall student services needs, plans appropriate responses. Creates models and grows the new programs, ultimately institutionalizing and delegating their ongoing operation as appropriate.
Establishes programmatic goals for ME and NE for undergraduate, graduate, and professional degree programs. Provides direction to professional Student Services Advisors, Department Chair, Vice-Chairs, Equity Advisor, Faculty, and Director of Administration on the more complex issues encountered.
Formulates responses to non-standard inquiries regarding Departmental admissions requirements at graduate and undergraduate levels, applicable policies, regulations, rules and procedures, with the authority to make decisions regarding policies and regulations when appropriate. Refers individuals to campus resources as necessary.
Represents the Department on Graduate Division and Campus committees, and represents the Student Services Office and Vice-Chairs for ME and NE Department committees. Serves as advisor/mentor to graduate student organizations and groups, helping student organizations meet their goals and objectives. Responsible for staff overseeing the Departments allocation and utilization of GSI and Reader appointments to its graduate students. Represents the ME Department at high stakes admissions-related functions involving prospective or newly-admitted graduate students.
Determines permanent and temporary staffing needs for ME and NE. Identifies and evaluates priorities; delegates or reallocates general responsibilities and specific tasks; establishes or revises operating procedures; establishes a vision and standards for the practice of student affairs. Provides guidance and mentoring to the Graduate and Undergraduate Student Services Advisors.
25% Supervision and Staff Management:
Directs and supervises four career staff advisors. Actively promotes professionalism and career development and facilitates a collaborative, team approach within the Student Services Unit.
Provides direction to professional student services staff on the more complex issues encountered and ensures Advisors are upholding college, university and department policies and following appropriate procedures.
Sets priorities for the unit and monitors; directs work flow and evaluates performance. Evaluates and develops new procedures for greater accuracy and efficiency in pursuit of Student Services Unit priorities. Ensures effective cross-training and reallocates responsibilities and tasks as needed. Communicates regularly with staff to ensure implementation of team initiatives and projects. Trains staff on new and established policies and procedures.
Collaborates with Director of Administration to meet the permanent and temporary staffing and functions with autonomy. Represents the unit at campus meetings or committees. Manages the accountability and stewardship of campus resources (operational, financial, and human resources) in compliance with departmental and campus wide goals and objectives. Ensures subordinate professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.
Develops staff job descriptions, recruits, hires, trains, and develops. Makes decisions on performance, salary actions, and other human resources related issues of managed staff. Completes yearly performance evaluations and is responsible for resolution of personnel issues or actions, in compliance with applicable campus human resource policies and procedures.
Recognizes issues that have campus impact or future implications and advises the managed employees accordingly.
Provides guidance and mentoring to Student Services Advisors.
Decides which resources will be committed to goals and objectives and how they will be allocated.
10% Program Policy Development & Enforcement
Interprets and maintains expertise in complex and changing university, campus and college student services requirements and policies and analyzes impact of changes on department. Advises the Chairs on the formulation of related department level policies and procedures.
Directs and oversees the implementation of all policies within Student Services. Ensures department compliance with federal, state, college and university laws/regulations as they apply to all aspects of undergraduate majors and graduate students. Ensures compliance checks are conducted on a periodic basis and takes pro-active corrective actions as needed.
Serves as primary advisor to faculty members and other staff on department and college policies, rules, and regulations, as well as all relevant procedural matters related to student services. Coordinates orientation and training regarding student services policies and practices for new department faculty.
Effectively balances dual role of student advocate and department representative, promoting student success while enforcing policies and protect the integrity of the ME and NE degrees. Grants exceptions to departmental student services policies related to admissions and transfer credit when judged appropriate.
Maintains a strict code confidentiality demonstrating an appreciation of ethics of the student services profession and a solid understanding of the regulations and limitations of the Family Education Right to Privacy Act (FERPA) as set by the university Registrar and ensures compliance within Students Services.
Writes and edits hard copy and web-based materials, including undergraduate and graduate handbooks, brochures, informational handouts and guidelines, relating to ME and NE student programs.
10% Financial Oversight/Administration:
Plans, develops, and administers the student services budget for the organization. Manages and administers a combined budget of approximately $1 million of block grant and ME and NE Endowment funds. Informs students of awards and track award histories. Ensures all awards meet the funding terms. Assumes primary responsibility for the ME and NE department's Temporary Academic Salaries (TAS) budget, which totals over $2.6 million per year.
Provides analysis of these resources for maximum efficiency of utilization. Makes frequent and timely reports to the Departmental Vice-Chairs and College. Tracks award histories and monitor all student-services-related funds throughout the year.
Responsible for all aspects of graduate fellowships (internal and external). Coordinates financial support to graduate students meeting departmental commitments. Oversees the administration and coordination of internal and external undergraduate scholarship competitions.
Responsible for compiling information for various surveys, i.e., Big10+. Miscellaneous special projects.
10% Curriculum Planning and Scheduling
Serves as an active member of the Departments Curriculum Committee. In consultation with the Vice Chairs, applies in-depth knowledge of department requirements and enrollment trends to recommend courses to be taught by the department toward the undergraduate and graduate degrees each semester. Oversees all administrative aspects associated with class scheduling, enrollment management and student evaluations of faculty, lecturers, and Graduate Student Instructors on behalf of the departments and coordinates this information as needed with other department units.
Ensures planned schedule for any given year is within the TAS allocation provided by the College of Engineering, which involves on-going tracking and in-depth analysis of costs associated with ASE's, visitors, adjuncts.
Oversees the coordination of submission of course approval forms to the Committee on Course Instruction (COCI) of the Academic Senate when the department proposes additions, changes, or withdrawals of courses. Utilizing extensive knowledge of course content, facilitates new course approval and curriculum revisions as needed and ensures course catalog is updated accordingly
Serves as the primary advising resource for department faculty and staff in relation to complex problems involving graduate and undergraduate students. Advises students directly on a limited, as-necessary basis and uses in-depth knowledge and expertise in student affairs to devise solutions that meet individual needs as well as University policies and regulations.
Acts as liaison among students, faculty, other departments and college and campus administrations in both daily operations and highly sensitive advising situations. Provides direction and guidance to faculty on issues of academic misconduct and grievances.
Leads the planning and delivery of departmental student services workshops and presentations. Develops and implements services to enhance department's outreach to underrepresented students.
5% Alumni and Public Relations:
Manages, plans, schedules, and implements fundraising, outreach and alumni relations projects and programs, including specific fundraising programs such as annual fund, alumni relations, research, et cetera.
Creates and develops a database for departmental alumni, friends of the department and interested community officials.
Works with the Chairs, faculty, and Director of Administration to seek ways to improve the department's presentation to the outside community.
5% Professional Development:
Maintains and updates working knowledge of student services administration by participating in campus organizations, networking with peers, and attending professional association meetings.
Takes appropriate classes in supervisory/management and/or student and academic affairs-related topics. Keeps current with national trends related to both graduate and undergraduate academic advising as well as best practices in student and academic services administration.
Advanced knowledge of advising and counseling techniques and demonstrated successful experience advising faculty on complex student affairs policies, both at the graduate and undergraduate level.
Advanced knowledge and experience with department, college and campus degree requirements as well as policies and procedures related to student services such as code of conduct, HEERA, FERPA, Graduate Division and L&S policies and procedures. Ability to interpret and implement new and established policies to ensure department compliance.
Excellent computer skills in MS Office, Excel and relational databases such as FileMaker Pro as well as an in-depth understanding of student information systems.
Skills in monitoring/assessing people, processes or services, to make improvements.
Demonstrated leadership and supervision experience within a complex student services unit. Proven managerial, administrative, and promotional experience with graduate and undergraduate student services.
Skills in project management, social perceptiveness to be aware of others' reactions and understanding why they react as they do.
Ability in problem identification, reasoning.
Ability to develop original ideas to solve problems, persuasion, leadership.
Social perceptiveness to be aware of others' reactions and understanding why they react as they do. Strong interpersonal skills and ability to work collaboratively with individuals in the department as well as throughout campus effectively. Must have multicultural competencies and ability to work with diverse populations.
Effective budget and financial management skills. Working skills of the university accounting system and procedures and campus Financial Aid Office policies.
General knowledge of the field of Mechanical Engineering and Nuclear Engineering especially as it relates to post-degree employment opportunities and practices.
Excellent verbal and written communication skills.
Experience in report writing and analysis.
Political acumen and ability to maintain strict confidentiality.
At least five years of progressively responsible experience in undergraduate and/or graduate student services.
Proven managerial, leadership, administrative, and promotional experience with staff.
Bachelors degree in related area
Masters degree in Higher Education, College Student Personnel Administration or related area preferred.
How to Apply 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.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.