Graduate Student Services Advisor (5156C) - Astronomy

About the role

The Department of Astronomy at the University of California, Berkeley is seeking a Student Services Advisor to support graduate students and faculty advisors. This role serves as a primary resource for graduate students and faculty advisors on departmental, Graduate Division, College, and University policies and procedures related to degree progress, milestones, and academic standing.

Responsibilities

• Supports the Head Graduate Advisor and faculty mentors in monitoring student academic progress, identifying barriers to timely degree completion, and coordinating appropriate interventions or referrals.

• Assists faculty with preliminary examination and degree milestone processes, including preparation of committee paperwork, documentation of requirements, and entry of milestones into SIS and related systems.

• Advises students and faculty on course sequencing, enrollment considerations, and policy interpretation to support progress toward degree completion.

• Tracks program outcomes and measures trends/changes in the grad program.

• Supports the graduate admissions and recruitment process, including responding to prospective student inquiries, coordinating application review processes, and assisting faculty admissions committees.

• Counsels, identifies, recruits, and assigns Graduate Student Instructors (GSIs), Readers, and Group Tutors in coordination with faculty, the Department Chair, and campus partners.

• Coordinates GSI, GSR, and other academic student appointments with internal and external units (e.g., LBNL, other departments), ensuring compliance with systemwide policies and collective bargaining agreements.

• Oversees and partners with campus and regional HR staff in ASE and GSR hiring processes, ensuring timely submission of hiring data and compliance with union and payroll requirements.

• Advise faculty and students on graduate student employment policies, funding structures, and appointment eligibility.

• Participates in planning academic curriculum and course schedules in collaboration with faculty and department leadership to support student progress, avoid conflicts, and ensure policy compliance.

• Supports course scheduling needs related to graduate student progression and degree requirements.

• Utilizes student information systems and databases (e.g., SIS, CalCentral, CalAnswers, Slate, ASE hiring systems, Smartsheets) to respond to data requests from department leadership, faculty, and campus partners.

• Provides support for departmental graduate events, including orientations, recruitment activities, and commencement-related programming.

• Maintains professional knowledge by staying current on student services policies, procedures, systems, and best practices, and upgrades technical skills as new tools or modules become available.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Working knowledge of academic advising and counseling techniques, with demonstrated experience supporting graduate students in navigating degree requirements, academic policies, and program expectations.
• Thorough knowledge of graduate program structures, curricula, degree milestones, and enrollment policies, and the ability to communicate requirements clearly to students and faculty.
• Demonstrated ability to advise and support a diverse graduate student population with sensitivity, cultural competence, and professionalism.
• Strong interpersonal and communication skills, including the ability to convey complex information clearly and diplomatically in both written and verbal formats to students, faculty, and staff.
• Ability to identify routine and moderately complex student-related issues, analyze policy implications, and develop appropriate, student-centered solutions while knowing when to escalate issues.
• Strong organizational and time-management skills, with the ability to independently manage multiple priorities, deadlines, and cyclical processes in a fast-paced academic environment.
• Ability to exercise sound judgment and discretion in handling confidential student records and sensitive information in compliance with privacy and records management requirements.
• Ability to work collaboratively with faculty advisors, department leadership, and campus partners, including Graduate Division, Berkeley Regional Services, and other academic units.
• Ability to adapt to changing policies, procedures, and systems, and to maintain current knowledge of graduate student services best practices.
• Strong attention to detail and commitment to accuracy in advising, data entry, reporting, and program administration activities.

Salary & Benefits

The budgeted salary or hourly range for this position is $70,000 to $88,000 yearly; the full salary range for this title is $61,200 to $105,200 yearly. This is a 100% FTE career position eligible for full benefits. This position is FLSA Exempt and paid monthly.