Job Requisition Number: 27515. The Department of Mathematics is one of the largest teaching departments within the College of Letters and Science with annual enrollments of over 18,000 students. The Department is comprised of 55 regular faculty and 30 emeritus faculty representing most of the major academic fields and current research and one of the finest Mathematics/Statistics libraries in the nation. Consisting of 30 postdoctoral scholars, 30 visiting scholars, 180 graduate students, 1000 undergraduate major students, and 15 career staff. Our graduate program remains one of the top rated worldwide and the top graduate program among public universities in the United States.
This position serves as the point person and subject matter expert for admissions to the Department of Mathematics Graduate Programs consisting of MA and PHD degrees in Mathematics and Applied Mathematics. Also included is the PHD Program in the Graduate Group in Logic and the Methodology of Science. The position provides administrative support to the Vice Chair for Graduate Affairs, the Department Chair, faculty, and graduate students regarding recruitment, admissions, placement, and related graduate student advising services and programming. The incumbent must exercise judgment, sensitivity, and tact when communicating with and advising graduate students and faculty. The position involves a wide range of graduate student services duties and responsibilities for the academic Mathematics Department and College of Letters and Science. In conjunction with the Vice Chair for Graduate Affairs, GSAO 4, and Department Events person, this position plans and executes annual graduate student events including orientation and prospective student visit days, and assists with department commencement. This position may also oversee one temporary student worker as needed.
ADVISING: •Provides students and faculty advisors with specialized information and explanations regarding Department, College and University policies and procedures relevant to admissions, recruitment, placement, and academic requirements. Ensure continuity and consistency of applied policy through transitional periods, e.g., changes in Vice Chair for Graduate Affairs. Advise Vice Chair, Equity Officer, and the Chair of any changes to College and University policies and on exceptions related to admissions. Identifies and refers for resolution, intricate student issues/grievances such as alleged discrimination, mental health concerns and students' personal crises.
•Responsible for thorough understanding of campus policies and reporting requirements related to student conduct, student grievances, disputes, and issues regarding discrimination; refers as necessary to GSAO 4 and central campus units.
•Serves as primary advisor for ‘simultaneous MA’ students. Reviews students' progress and advises students and faculty on requirements for MA program completion; identifies students with progression problems and recommends interventions; may assist in devising curriculum planning in collaboration with chair/dean and faculty, and with other departments.
•Administers daily activities of graduate student affairs for matriculated students exercising judgment in the interpretation and enforcement of policies and procedures of the Department and Graduate Division. May review advancement to candidacy and other petitions for completeness and accuracy, brings unusual cases to the attention of the GSAO 4 and Vice Chair for Graduate Affairs.
•Maintains current knowledge of Graduate Division, Departmental requirements and procedures relative to the administration of student financial awards, scholarships, fellowships, block grant and research training grants. May assist GSAO 4 in tracking available graduate student funding from various sources, including student extramural funding.
•Takes direction from GSAO 4 to assist with developing 5 - year funding plans. May compile and process official documents necessary for the initiation, continuation, and administration of financial awards.
•Creates and manages current graduate student academic records. Develops new procedures and processes to maintain accuracy and efficiency. Maintains current student personal data each semester. Reviews and maintains graduate student records for degree and program requirements.
•Participates in Department and Student Services unit meetings concerning admissions, fellowships, scholarships, research training grants, and graduate student affairs. Maintains a general understanding of Math's Research Training Grants and the research funding. Maintains knowledge of policies and procedures for students and faculty advisors regarding residency, registration, and degree requirements, fee offsets, and readmission. May submit memos for students to Graduate Division and Registrar's Office regarding all aspects of student progress, from registration to committee exceptions to financial issues. Refers or resolves student enrollment, registration, and billing problems.
•Tracks and compiles data for: American Mathematical Society reports, Graduate Division placement reports, GSI evaluation. Collects and synthesizes data to create reports requested by Department leadership, and may embark on institutionalizing data for improved record-keeping.
•May develop and manage mid-semester GSI evaluations, and assist with GSI assignments.
•May assist with other advising-related tasks when GSAO 4 is absent.
RECRUITMENT & ADMISSIONS: •Coordinates and manages all aspects of graduate admissions and recruitment; researches and advises department/college on targeted outreach strategies, and identifies targeted institutions/pipelines to meet Department’s goals. Executes and evaluates targeted recruitment efforts to focus on cultivating a diverse applicant pool. Fields inquiries, some complex, and advises prospective students regarding graduate studies in the Department. Advises prospective applicants on necessary academic preparation; appropriateness of program as it pertains to the prospective applicant's goals; utilizing in-depth knowledge of the organization's admissions criteria. Reviews admissions applications for completeness. Works with applicants on system issues and requests for additional documentation. Initiates and arranges student recruitment visits to Berkeley.
•Partners with Berkeley International Office to advise international students and faculty on departmental, college and university policies on: obtaining visas, extending visas, financing their studies, fellowships, registration and related matters.
•Reviews graduate admissions policy and procedures within the Department to remain in compliance with University standards. Coordinates admissions cycle for over 500 applications annually.
•Monitors faculty needs regarding College Admissions database (SLATE) and departmental funding database, and develops resolutions to complex problems between departments/colleges. Assists with preparation of fellowship cases for Graduate Division. Oversees transmittal of all decisions to Graduate Division. Serves as a member of the Graduate Admissions Student Affairs Committee and acts as liaison to Graduate Division for admissions.
•Prepares admissions offer letters.
PLACEMENT: •Develops, fosters, and cultivates industry partnerships, develops and maintains professional development resources and workshop offerings as-needed; advise graduate students on career readiness, opportunities and the job market process, and the standards and norms specific to the student's field of study; advises on summer internship programs, tracks internship experiences. Works with the Berkeley International Office to maintain employment compliance for international students off-campus employment opportunities. Develops and enhances an alumni recruitment network.
COMMUNICATIONS: •Manage listservs, may evolve graduate program social media presence, launch alumni network, assist with development efforts related to graduate student alumni; creates print, web, and promotional materials for distribution to prospective/admitted/current students.
EVENTS: •Plans and implements complex, high-visibility student events, including: prospective student visit days, graduate student orientation, and first-year graduate student welcome dinner. Will participate in Department commencement activities and programming. May also plan, design, and provide workshops that will enrich the graduate student experience, such as placement workshops and panels.
•Plans and implements outreach programs with specifically targeted institutions; initiates and arranges student recruitment visits to Berkeley. Some evening and weekend hours, as well as travel, may be required.
PROFESSIONAL DEVELOPMENT: •Attends workshops, seminars and classes to keep up-to-date on national student advising issues and best practices as well as university and campus policies and procedures.
•May supervise student staff. May be assigned special projects related to Department/Division graduate studies.•Working knowledge of advising and counseling techniques. •Knowledge or ability to learn University-specific computer application programs SIS and SLATE. Knowledge of University and departmental principles and procedures involved in risk assessment and ability to make an evaluation of level of risk and potential consequences. •Skills in monitoring/assessing people, processes or services, to make improvements. •Skills in project management. •Skills in social perceptiveness and empathy to understand others' reactions and effectively deal with emotional situations. •Ability in problem identification and reasoning, and ability to develop original ideas and solutions, and demonstrate persuasion and leadership to solve problems. •In-depth knowledge of the field's post-degree employment opportunities and practices. •Interpersonal skills. Multicultural competencies; ability to work with diverse populations. Demonstrable collaborative skills. •Excellent written and verbal communication skills. •Customer service orientation and ability to be flexible and adaptable to change. •Attention to detail and ability to prioritize multiple tasks and meet competing deadlines. •Proficiency with MAC desktop applications for word processing and data management. •Demonstrated experience in cultivating and promoting academic success. •Experience in program planning and administration. •Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Education/Training: •Bachelor’s degree in related area and/or equivalent experience/training
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