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Graduate Student Advisor and Program Coordinator

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UC San Diego

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Location:
United States , San Diego ▼

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Category:
Education

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Contract Type:
Employment contract

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Salary:

26.52 - 35.73 USD / Hour
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Job Description:

The Graduate Student Services Advisor applies professional student services concepts to provide comprehensive support for the School of Biological Sciences’ graduate programs, with primary focus on MS programs. The position emphasizes academic advising, recruitment and admissions, monitoring academic progress, and supporting the overall student experience. Under the direction of the Assistant Director, Graduate Programs, the Advisor serves primarily as a coordinator for the School’s MS programs and contributes to the effective operation of graduate student services across the unit.

Job Responsibility:

  • Applies professional student services concepts to provide comprehensive support for the School of Biological Sciences’ graduate programs, with primary focus on MS programs.
  • Coordinates recruitment and admissions activities, including outreach efforts and application review processes.
  • Provides academic advising and program guidance to prospective and enrolled students.
  • Advises on enrollment and degree completion planning
  • monitoring academic progress toward degree completion.
  • Organizes and supports key program activities such as orientations, information sessions, thesis defenses, and milestone or community-building events.
  • Assists with financial aid and funding coordination by supporting the processing and tracking of fellowships and awards, providing basic financial aid information, and referring students to appropriate campus resources.
  • Collaborates closely with the Division of Graduate Education and Postdoctoral Affairs (GEPA) and other campus partners to ensure compliance with University policies and timelines.
  • Provides career and professional school advising for students in the Pathways to Health Professions program.
  • Supports students in exploring health professions, preparing competitive applications to medical and other professional schools, and navigating prerequisite coursework, experiential learning, and timelines.
  • Maintains accurate student records and related data, prepares reports related to admissions and student progress, and ensures the accuracy and currency of program materials, forms, web content, and related resources in alignment with University requirements and timelines.
  • Provides cross-functional support and coverage within the School’s Graduate Programs team and serves as a primary point of contact for students.
  • Provides guidance regarding University policies, procedures, and student conduct expectations, making referrals to campus partners as appropriate.
  • Perform other duties as assigned.

Requirements:

  • Experience with student academic advising and counseling techniques, including inclusive advising practices
  • interpretation of academic program structures and milestones (admissions, degree requirements, academic progress, and post-graduate pathways)
  • and appropriate referral to campus resources related to funding, fellowships, and student support. Ability to analyze and interpret academic records, including domestic transcripts, petitions, and degree progress documentation, to assess eligibility and status.
  • Competence in documenting workflows and advising interactions, ensuring transparency and enabling supervisory awareness of student progress and potential concerns.
  • Knowledge of University processes and procedures, including recruitment and admissions processes, application review logistics, communication with evaluators, enrollment processes, academic milestones, School and University requirements, and standard administrative workflows.
  • Understanding of University rules and regulations, including academic policies, data stewardship expectations, and compliance requirements applicable to student records, advising, and program administration.
  • Skill in coordinating recruitment and admissions processes, including application review logistics, communication with evaluators, and maintaining accurate tracking systems.
  • Ability to advise students on post-graduate academic and professional pathways, with familiarity in admissions criteria, testing timelines, and application preparation, and the ability to refer students to specialized campus resources as appropriate.
  • Knowledge of student immigration and visa processes pertaining to international students and scholars. sufficient to provide frontline guidance and make appropriate referrals.
  • Competence in providing frontline guidance on fellowship and funding processes, including basic familiarity with campus award administration and referral pathways.
  • Knowledge of University-specific computer application programs and pertinent databases. including systems used for admissions, student records, degree progress, reporting, and web content management
  • and the ability to maintain, reconcile, audit, and retrieve accurate student and program data across multiple systems.
  • Ability to multitask
  • verbal and written communication skills. including advanced composition skills
  • the ability to synthesize information from multiple sources
  • translate policies and procedures into clear guidance
  • document advising interactions and workflows
  • and communicate concisely and diplomatically with students, faculty, and staff.
  • Interpersonal skills, including diplomacy, discretion, service orientation, collaboration in a shared services environment, and the ability to represent the School professionally in recruitment, outreach, orientations, and information-sharing contexts.
  • Multicultural competencies
  • ability to work with diverse populations. including domestic, international, and first-generation graduate students, and to apply culturally responsive and inclusive student support practices.
  • Ability in problem identification and reasoning. including analysis and interpretation of academic records
  • assessment of eligibility and compliance
  • application of judgment within established policies
  • identification of complex issues
  • and recognition of when escalation to faculty leadership or supervision is appropriate.
  • Skills in service orientation, organization, active listening, and critical thinking. including managing cyclical workload peaks
  • processing high volumes of documentation with attention to detail and accuracy
  • coordinating admissions, recruitment, and event activities
  • and identifying opportunities for workflow or procedural improvement.
  • Skill in synthesizing information from multiple sources—such as academic records, policies, and student communication—to support accurate advising and timely decision-making.
  • Skill in event planning and execution, such as orientations, information sessions, workshops, thesis defenses, and student engagement activities in-person and virtually.
  • Ability to maintain and reconcile student data across multiple systems, ensuring accuracy and compliance and accurately retrieving and compiling data from various sources to support reporting, monitoring, and program decision-making.
  • Ability to understand abstract concepts and computer-based data, and to use a variety of applications and databases to organize records, maintain data integrity, and extract accurate information for routine statistical reports and tracking purposes.
  • Skill in procedural interpretation and communication, translating policies into clear, concise, and accurate guidance for faculty, staff, and students.
  • Ability to manage cyclical workload peaks, particularly during admissions, enrollment, or milestone periods, while maintaining quality and customer service.
  • Skill in developing and maintaining program materials and web content, ensuring consistency, clarity, and accessibility.
  • Ability to collaborate effectively in a shared services environment, demonstrating a positive, solutions-oriented attitude and supporting cross-coverage, workload distribution, and cooperative problem-solving.
  • Advanced language and communication skills, including composition skills and the ability to adapt writing style and write concisely and persuasively.
  • Ability to follow through on assigned responsibilities, meet established deadlines, and communicate proactively regarding workload constraints or emerging issues.
  • Ability to incorporate feedback, reflect on outcomes, and adjust practices to improve advising, program operations, or service delivery.
  • Background check required.

Additional Information:

Job Posted:
February 18, 2026

Expiration:
March 03, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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