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Student Services Advisor (4575U) Helen Wills Neuroscience Institute 56725

University of California, Berkeley

Job Description


Posted: 28-Jul-23

Location: Berkeley, California

Type: Full-time

Salary: Open



Internal Number: 4436225

Student Services Advisor (4575U) Helen Wills Neuroscience Institute 56725 About Berkeley
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu .
Departmental Overview
The Helen Wills Neuroscience Institute (HWNI) is the nexus for campus-wide multidisciplinary neuroscience research at UC Berkeley. Our over 70 faculty members come from 12 different academic departments. This unique cross-departmental structure brings together experts from a variety of fields to use the power of interdisciplinary research to achieve breakthroughs in the study of the brain and the rest of the nervous system and to drive the development of novel treatments and technologies.
We support our faculty in their individual research aims and foster opportunities for collaboration. To facilitate the work of our members and collaborators, HWNI sponsors major research initiatives and runs six innovative neurotechnology and research centers.
HWNI also trains the next generation of neuroscientists in cutting-edge approaches through our Neuroscience PhD Program. At any given time, we also train 150+ postdoctoral fellows who conduct research in HWNI faculty labs. We also have over 100 PhD Program alumni who work in a variety of careers across the globe. Our community is highly innovative, collaborative, and dedicated to answering important questions and solving pressing issues in neuroscience.
This position provides a wide range of student services supporting the Neuroscience PhD Program. The incumbent will have the ability to lead their own projects while also collaborating and supporting other team members, faculty, and students. Currently, there are 62 Neuroscience graduate students supported by one Graduate Program Manager and the incumbent, who will report to the Graduate Program Manager. The incumbent is responsible for coordinating large scale events and projects such as recruitment and Graduate Student Instructor (GSI) hiring; smaller scale events and projects such as orientation and thesis symposia; assisting in the coordination of events such as commencement and the annual Neuroscience Conference; and administrative and operational support in areas such as communications (websites, program handbooks), student advising, and data collection and analysis. The incumbent is also responsible for scheduling and enrollment management of Neuroscience graduate courses and will assist in the transition of the program to the new Neuroscience Department if approved.
Application Review Date
The First Review Date for this job is: August 9, 2023
Student Services Events (Recruitment, Orientation, Thesis Symposia, Commencement, Neuroscience Conference):
Recruitment & Admissions

  • Plans, implements, and manages virtual and in-person recruitment visits of prospective graduate students. Leads planning meetings with the Admissions Chair and student Recruitment Representatives.
  • Organizes two virtual recruitment weekends for approximately 50 individuals (applicants generally participate in 2 groups of 25 individuals in January/February) and one in-person recruitment visit for ~30 admitted students in March.
  • Acts as lead coordinator for the program, working closely with UC Berkeley Office of Graduate Diversity and Biological Sciences Program Directors at other west coast universities regarding setting of dates, coordinating travel, and arrangements for travel between campuses as necessary.
  • Acts as lead program representative to applicants visiting the campus in all matters relating to travel, lodging, and faculty appointments. Coordinates with UC Berkeley Office of Graduate Diversity on lodging arrangements and travel for students participating in Diversity Days, and coordinates with visiting applicants on their travel arrangements. Works with the HWNI Manager to reimburse students for travel.
  • In collaboration with the student Recruitment Representatives, coordinates current graduate student participation in the recruitment process including, but not limited to housing visitors, assigning day hosts, contacting recruits, and organizing visit day activities including panel discussions, seminars, and social activities.
  • Plans and manages all group events, including seminars, panel discussions, catered meals, faculty dinners, etc. Provides on-site management for all recruitment events. Maintains computer databases of all pertinent correspondence, schedules, and costs. Compiles and rewrites as necessary all program information for visitors' packets.
  • Works with HWNI Manager to establish contracts with local hotels for accommodation blocks and to negotiate any necessary service provider contracts for events.
  • Supports the program's extensive efforts to recruit students from historically underrepresented populations to the graduate program including Fall outreach events and admissions information sessions.
  • Assists in other areas of the admissions process as needed, including the handling of ~500 applications received annually.

Neuro Camp/Orientation
  • Recruits current graduates to serve on the Neuro Camp/Orientation Planning Committee and work with the organizing committee to coordinate the 10 day Neuro Camp/Orientation.
  • Coordinates with the Molecular and Cell Biology Department on joint orientation sessions with other campus units (Environmental Health & Safety, Ombuds, Biosciences Library, Residency Office, University Health Services, etc.) to provide training and certifications for all new students as required by campus policy.
  • Organizes program orientation sessions and the ice cream social; works with the HWNI Manager to organize the HWNI Welcome picnic; assists Neuro students on the coordinating committee in organizing student-led sessions, student lunches and dinners, and the student welcome party.'
  • Works with the Cal1 ID office and LKS Facilities to obtain student ID cards with LKS building access prior to student arrival.
  • Assists the Graduate Program Manager in compiling informational materials about the program, the campus, and life in Berkeley for each entering student.

Thesis Symposia
  • Coordinate the Thesis Symposia for finishing graduate students at the end of Fall and Spring Semesters including room reservations, identifying finishing students, creating symposium itinerary, and working with the HWNI manager to organize the reception and to advertise the event.

  • Works with the Molecular and Cell Biology Graduate Coordinator on Neuro participation in the Graduate Commencement, currently held at the Zellerbach Playhouse.
  • Coordinates the participation of Ph.D. recipients and their faculty mentors.
  • Sends out the call for commencement award and student speaker nominations to eligible students and faculty.
  • Provides on-site staffing and support for the commencement ceremony.

Neuroscience Conference/Retreat
  • Coordinate student participation in the annual Neuroscience Conference.
  • Provides on-site staffing and support for the Conference duration.

Student Services Support (GSI Assignments and Hiring, Student Programming)
Neuroscience Graduate Student Instructor (GSI) Assignments and Hiring
  • Manages the administration of the GSI application process and works with GSI Faculty Advisors to assign ~40 GSIs to Neuroscience courses.
  • Advises students and verifies completion of requirements mandated for employment, and advises faculty on university, program, and labor union policies pertaining to GSIs.
  • Enters GSI appointments into the Smartsheet, tracks completion of appointments, follows up with students to complete onboarding, and works with HR to ensure that students are paid on time. Resolves payroll issues as needed.
  • Handles exceptional cases and recommends GSI assignments in special cases after routine assignments have been completed.
  • Recommends GSI assignments factoring in relative classroom strengths and weaknesses, and course subject-matter knowledge of individual GSIs as matched to course content and instructor.
  • Coordinates the GSI informational session for new Neuro GSIs in March and the GSI Orientation for first-time Neuro GSIs in August.
  • Coordinates the distribution of GSI teaching evaluations in the 5th week of each semester.
  • Maintains and updates GSI database and tracks completion of teaching requirements for Neuro students. Compiles lists of past GSIs for new GSIs to contact and gathers GSI related materials to share with students.
  • Oversees the annual nomination process for Outstanding GSI Awards.
  • Supports the Neuroscience Curriculum Planner with summer hiring by assisting with the recruitment and assignment of GSIs and Readers (if applicable).

Student Programming
  • Advises students on policies pertaining to Neuroscience Student Programming including Neurofriends, Mentor Program, Bear Hour, Student Invited Speaker Series, and Brain Lunch
  • Works with the HWNI manager to keep up to date the entertainment, travel, and expense reimbursements workflow and process for student programming.

Scheduling and Enrollment Management
  • Serve as the primary scheduler for Neuroscience graduate courses and identifies enrollment problems and course concerns for the students and faculty.
  • Oversee all administrative aspects associated with class scheduling and enrollment management, including room reservations, and late adds/drops for Neuroscience students.
  • Provide information to instructors about scheduling and enrollment procedures, and program and campus practices.
  • Work with the program director and faculty to avoid course conflicts and to ensure compliance with campus-wide policies.
  • Manage concurrent enrollment requests including but not limited to communication with applicant, faculty, and curriculum planner of other departments for cross-listed courses; approving or declining requests.
  • Communicate with Neuroscience graduate students and track their enrollment in required Neuroscience courses.

Student Advising
  • Assists with the maintenance of graduate student records for all functions pertaining to the students' progress in the program up to, and including, the awarding of the Ph.D.
  • Supports the Neuroscience Graduate Program Manager with the gathering and tracking of annual review meetings.
  • Advises students, faculty, and the public on departmental requirements, policies, and procedures and the interpretation of policies and regulations of the university, Graduate Division, Office of the Registrar, and other campus offices.
  • Advises students and resolves student services-related issues on the full range of academic issues
  • Maintains and produces reports and statistics on Ph.D. recipients as necessary.

Administrative Support-Program Data Collection & Analysis
  • Develops and implements tracking procedures and devises and maintains databases for alumni and publications as required by NIH training grants.
  • Assists the Neuroscience Graduate Program Manager with gathering data required for reports to the university and federal funding agencies.
  • Distributes annual and ad hoc surveys to students. Compiles responses and prepares them for analysis by department staff, faculty, or other leadership. Maintains survey records

Operational Support
  • Assists the Graduate Program Manager with the transition of the graduate program to the new Neuroscience Department if approved.
  • Schedules biannual Neuroscience Steering Committee meetings, prepares meeting agendas, and takes meeting minutes.
  • Sends out solicitations for fellowship nominations (HHMI Gilliam, Mentored Research, UC Dissertation Year, etc.) and gathers nomination materials for the relevant committees to review.
  • Assists in the maintenance of Neuroscience graduate program websites and handbooks.
  • Assists in the supervision of work-study students.

Required Qualifications
  • Experience working in student affairs, event planning and coordination, project management, or equivalent experience.
  • Experience working in higher education and/or equivalent training or experience.
  • Outstanding oral and written communication skills with the ability to conceptualize and communicate effectively to diverse audiences; ability to edit/proofread administrative documents.
  • Strong attention to detail, organizational and project management skills.
  • Excellent interpersonal skills to effectively lead, motivate, and influence others and develop and maintain high standards of customer service.
  • Ability to independently drive projects while also collaborating with a larger team.
  • Excellent problem-solving and critical thinking skills that lead to effective decision-making and problem recognition/avoidance/resolution.
  • Strong political acumen and the ability to use discretion and sound judgment in managing sensitive information and in responding to issues and concerns.
  • Ability to thrive in a fast-paced, diverse, constantly changing work environment, manage multiple deadlines, and prioritize workflow in a logical/linear manner to meet strict and important deadlines.
  • Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
  • Ability to be resourceful, creative, innovative, and flexible.
  • Knowledge of, or ability to learn, University-specific computer application programs and pertinent databases.
  • Proficiency with Microsoft Word, Microsoft Excel, and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Forms).
  • Bachelor's degree in related area and / or equivalent experience / training

Preferred Qualifications
  • Demonstrated working knowledge of policies, procedures, and degree requirements related to graduate student programs.
  • Knowledge of University policies, procedures, and systems; including experience with campus student information systems (Campus Solutions, Cal Central, Slate), the travel and entertainment reimbursement system (Direct Enter), and GSI hiring systems (Smartsheets, Service Now).

Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary range that the University reasonably expects to pay for this position is $59,100 - $80,400
  • This is a 100% full-time (40 hours per week), 1-year contract position that is eligible for full UC benefits.
  • This position is exempt and paid monthly.
  • Remote work, up to 40% of the time, may be possible after successful completion of training.

How to Apply
To apply, please submit your resume and cover letter.
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.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=56725&PostingSeq=1
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About University of California, Berkeley
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.
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