Graduate Admissons Analyst

Position Number: 41153409

Payroll Title: ADMISSIONS RECRMT SPEC 2 SV (004976)

Job Code: 004976

Job Open Date: 9/4/26

Application Review Begins: 9/22/26

Department Code (Name): GRAD (DEAN OF THE GRADUATE DIVISION)

Percentage of Time: 100

Union Code (Name): SV - Student Services and Advising Professionals

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.47 to $33.71/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $29.47 to $50.69/hour.

Work Location: 3117 Cheadle Hall

Working Days and Hours: Monday-Friday, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Graduate Division promotes excellence in graduate education and ensures our graduate students are successful and prepared for careers across the professional spectrum. Stellar graduate students attract world-class faculty, serve as mentors and teachers for undergraduates, conduct cutting-edge research, and go on to leadership positions in California, the United States, and the world.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direct supervision of the Director of Admissions, Outreach and Diversity Initiatives, the Graduate Admissions Analyst assists with the day-to-day operations of campus-wide graduate admissions processing. The Analyst takes daily operational direction and workflow guidance from the Admissions Associate Director, who serves as the work lead. The Analyst participates in the central processing of all electronic graduate admission applications, for approximately 50 graduate programs with more than 10,000 applications annually, to ensure compliance with University and campus graduate admissions policies. Is knowledgeable of University graduate education policy, particularly in the area of graduate admission. Reviews and approves final departmental recommendations for admission. Advises academic departments, students, and the general public concerning applications and admissions requirements, policies, and procedures.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training

• 1-3 years Computer programs such as word, excel, and google suite

• 1-3 years Experience performing a variety of administrative support functions

• 1-3 years Experience working in a diverse academic setting

• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills

• Ability to identify and resolve problems.

Preferred Qualifications:

• 1-3 years Admissions experience or related experience

• 1-3 years Experience working in a university setting

• Knowledge of relative University-specific computer application programs.

• Knowledge of University policy and procedures

Special Conditions of Employment:

• Satisfactory criminal history background check

• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

Admissions Business Operations - 40%

Works collaboratively with the Associate Director of Graduate Admissions to manage the central processing of all graduate admission applications, via electronic application submission, for approximately 50 graduate programs with more than 10,000 applications annually. Ensures compliance with University and campus graduate admissions policies. Is knowledgeable of University graduate education policy, particularly in the area of graduate admissions. Maintains extensive knowledge of admissions procedures, application requirements, Slate CRM platform, departmental deadlines and degrees offered.

On behalf of the Deans and the Director, works with the Associate Director of Graduate Admissions to review and approve final departmental recommendations for applicant admission. Checks applications for accuracy, clarity of intent, and proper coding for technology purposes (application data serves as the basis for student information systems). Confirms that official materials and records are received from accredited institutions and updates student records accordingly. Enforces and interprets all policies in a fair and equitable manner.

Assists Admissions Associate Director with policy implementation. Advises Admissions Associate Director of departmental feedback and/or areas of concern. Collaborates with the Director and Associate Director to propose, draft, and update current policies to reflect campus-wide and/or divisional changes. Assists Associate Director of Graduate Admissions with admission processing for special programs such as the five year combined bachelor's/master's programs, UC/CSU joint doctoral programs, Education Abroad Program, and Fulbright Visiting Scholar Program.

Works collaboratively with the Associate Director of Graduate Admissions to maintain campuswide graduate application fee credit card and check payment collection process. Monitors the intake, processing, and deposit of all graduate application fees within Slate and integrated payment systems.

Collaborates with the credit card vendor, Accounting Department Credit Card Coordinator, Director of Finance and Administration, and GDIS to ensure the payment system is compliant and functions with accuracy. Analyzes and processes application fee reimbursements and departmental payments for applicants.

Trains, assigns work to, and participates in hiring of Admissions Assistant and student assistants/interns.

Assists the Admissions Associate Director with other admissions tasks as needed.

Admissions Policy Advising - 30%

Advises department staff on graduate admissions requirements and procedures, Graduate Division and Graduate Council/Academic Senate policies, and other relevant campus policies. Advises departments on international and domestic transcript and degree evaluations. Researches foreign educational systems as needed and analyzes academic records from foreign post-secondary institutions.

Advises academic departments on procedures for requesting exceptions to admissions policies for individual applicants. Works collaboratively with the Associate Director of Graduate Admissions to gather information on exceptional requests from departments, review policy related to requests, and provide formal recommendations to the Director and Deans on exceptional policy.

Advises Admissions Associate Director of departmental training needs as required, and assists with the design and implementation of training resources. Collaborates with the Admissions Associate Director to organize; and participates in training events for campus department staff who are involved in graduate admissions.

Advises applicants, prospective students, and others on graduate admissions requirements, policies, and procedures. Responds to admissions inquiries from prospective students, applicants, and applicant recommenders. Provides information to the general public.

Advises end-users on proper system access and use. Troubleshoots individual user technical issues and proposes solutions as needed.

Exercises judgement in determining complexity of advising needs. Delegates general public and student advising duties to Admissions Assistant and student employees as appropriate.

Demonstrates an understanding of the policies and activities of the Graduate Division as well as Student Affairs offices. May be required to research the resolution of sensitive situations and refer issues to the appropriate problem resolution areas.

Maintains confidentiality, including understanding and enforcement of FERPA compliance, and continually demonstrates ethical standards in the performance of duties. Exercises professional judgment, discretion, and sensitivity in all communications, maintaining a courteous and professional demeanor.

Admissions Systems Analysis - 20%

Works with the Associate Director of Graduate Admissions to properly maintain, configure, and optimize the Slate CRM platform, admissions database and end-user systems. Identifies and advises on any functional or technical problems with Slate functionality. Recommends solutions and updates to systems as needed/appropriate. Works with GDIS to ensure immediate resolution.

Participates in the planning and design of enhancements or new developments to the online application and review systems within Slate that increase accuracy and efficiency, with particular attention to end-user accessibility and inclusivity. Participates in and provides subject matter expertise for system enhancement testing.

Works with Admissions Associate Director, Systems Operations unit, and GDIS to manage departmental staff and faculty access to campus systems, ensuring compliance with FERPA training and appropriate user role assignments.

Works with Admissions Associate Director to maintain internal workflow protocols and management tools. Advises other team members on day-to-day use of shared technology, Slate documentation, internal process documentation, and other resources.

Special Projects - 10%

Supports Outreach and Diversity staff during recruitment activities and special programs as needed, particularly cultivating and coordinating international student relations.

Works collaboratively with other Graduate Division units on an as needed basis. May perform other duties as assigned

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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