Undergraduate Student Services Advisor
The University of California, San Diego
About this position
Position Description
UC San Diego’s Department of Music builds upon the University’s vision to “align our efforts to be a student-centered, research-focused, service-oriented public university” as the country’s foremost graduate program in contemporary and experimental music. Graduate degree programs focus on Composition, Computer Music, Integrative Studies, and Performance. The undergraduate program at UC San Diego offers a Bachelor of Arts in Music, Music Humanities, and ICAM-Music (Interdisciplinary Computing and the Arts). The curriculum emphasizes the development of musical listening and performance skills as applied to both contemporary and traditional music. The Department enrolls students in its 42 to 47 undergraduate courses and seminars each quarter. There are over 151 Music Majors and 163 Music minors in addition to 90 students pursuing either MA, PhD, or DMA graduate degrees. The Department produces over 300 events each academic year, across the wide spectrum of performance arts disciplines, from solo instrumentalist recitals to 70+ person orchestral performances, to fully staged annual opera productions, to the 600+ person UC San Diego Gospel Choir performing each term (three times a year) in Mandeville Auditorium. The Department has 24 ladder rank faculty, 3 teaching professors, 5 unit 18 lecturers, 10 administrative staff, and 7 production staff supporting Department activity. The Department is responsible for three facilities containing multiple performance spaces: the Conrad Prebys Music Center, with the 380-seat Conrad Prebys Concert Hall, the 144-seat Recital Hall, and the 170-seat Experimental Theater), Warren Lecture Hall (with Recording Studios A & B), 5 project studios, and 800-seat Mandeville Auditorium, the largest performing arts facility on the UC San Diego campus. Mandeville Auditorium, a 23,417 sq. ft. full service recharge facility, hosts major campus events and performances including annual residencies by departments and organizations including the Helen Edison Lecture Series, ArtPower, University Events Office, Muir Musical, Kaibigang Pilipino, Vietnamese Student Association, Chinese Students and Scholars Association, Explorer Academy, Black Student Union, Welcome Week orientations for the campus colleges, and guest speakers including political figures, noted authors and Nobel laureates. In addition to campus engagement, Mandeville Auditorium actively hosts community organizations through performances by the La Jolla Symphony and Chorus, San Diego Ballet, Indian Fine Arts Academy, and various National dance competitions and showcases, including: Culture Shock, Bravo!, Leap, Spotlight, and StarQuest International. This position will responsible for all aspects of undergraduate student services for a growing department; independently coordinate the development and implementation of undergraduate academic policies and procedures for 3 majors: Music, ICAM-Music, and Music Humanities and 2 minors: Music, and ICAM-Music; Will receive direction from the Graduate Advisor/Student Affairs Manager; provide analysis and serve as key advisor on all undergraduate program matters; participate in short and long range program planning; make recommendations to department Chair, CAO, and faculty; minimal traveling required. Responsibilities include academic advising (both in person and via virtual systems); student services; curricular affairs; program planning and implementation; class scheduling; applicant portfolio review coordination; outreach ad recruitment (both on and off campus); private lesson and ensemble coordination; orientations; website content maintenance; undergraduate publications and public relations; administrative duties; represent department in matters related to undergraduate program (both on and off campus); coordinate two annual UG receptions; responsible for updates to articulated courses and existing course approvals. Will be responsible for the coordination of the honors program and serve as an advisor for computing paths. Hybrid schedule: 3 (three) in-person days on campus. Some overtime is required to meet deadlines.
Qualifications
Experience in academic advising, including counseling students and facilitating problem-solving for complaints and conflict resolution. Knowledge of advising and counseling techniques. Working knowledge of University processes and procedures. Working knowledge of Registrar’s regulations and procedures for admissions, course scheduling, registration, enrollment, grading, and related functions. Ability to perform complex scheduling tasks within a strict timeline. Working knowledge of University-specific computer application programs and pertinent databases such as the Virtual Advising System, CourseLeaf, Instructional Scheduling Assistant (ISA), Major/Minor tool, Veterans Affairs (VA) tool, etc, or similar systems. Knowledge of the course articulation process and transfer agreements. Working knowledge of University systems and ability to update course approximation tables, degree audit exceptions, and the general catalog. Execute registration overrides, examine student records, process undergraduate student petitions, and maintain department website etc. as well as initiating corrective action when/if errors are found. Ability to use University system for records research purposes. Knowledge of services available to students through campus departments and colleges, and the ability to collaborate and communicate effectively as they pertain to department advising needs. Understanding of University rules and regulations. Interpersonal skills. Excellent interpersonal skills; ability to deal diplomatically with a wide variety of people at all levels in the University and with organizations and individuals outside the University. Multicultural competencies; ability to work with diverse populations. Ability to effectively listen to and counsel diverse personalities with multi-cultural backgrounds. Skills in service orientation, organization, active listening, and critical thinking. Ability in problem identification, and reasoning. Strong analytical skills to identify procedural and organizational systems problems and formulate effective and efficient resolutions. Ability to develop attainable/innovative procedures and implement long-range goals. Ability to multi-task; verbal and written communication skills. Demonstrated effective writing skills to author correspondence, including knowledge of correct usage of English language, grammar, punctuation, and spelling in order to formulate and present written material in a logical and comprehensive manner. Ability to adapt the writing style for a wide variety of audiences and purposes. Ability to evaluate workload and available resources and adjust priorities and schedules to meet established deadlines. Proven ability to compile, interpret, and analyze data utilizing multiple resources and references. Ability to present data effectively and create streamlined processes to improve workflows and internal systems. Demonstrated initiative and problem-solving skills to resolve conflicts, often across organizational units. Excellent reading and comprehension skills to understand, interpret, and complete complex material and documents. Ability to be prompt, reliable, dependable, and maintain a manageable work schedule. Ability to function effectively and harmoniously as part of a team. Ability to develop a team framework. Ability to evaluate advising performance and practices and offer appropriate suggestions for improvement and/or positive recognition as warranted. Demonstrated capacity to adapt to and anticipate continuous changes in and electronic and automated environment. Experience with a variety of popular computer hardware and software packages and email systems (such as Apple, Word, Excel, FileMaker Pro.) Demonstrated experience and skill to work independently; ability to demonstrate strong leadership, organization, time-management, and decision-making skills. Ability to maintain the highest confidentiality in all areas and to handle confidential and sensitive matters with diplomacy and tact. Demonstrated ability to examine and evaluate student records and data. Proven sensibility to students’ needs and concerns, able to deal with stressful and unpleasant situations at the department level. Ability to interact with faculty, clarifying and implementing new policies and procedures. Ability to solicit and respond to faculty input.