Graduate Student Services Advisor (5156C) - Astronomy

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The Department of Astronomy at the University of California, Berkeley is a world-renowned academic unit dedicated to excellence in teaching, research, and discovery in the fields of astronomy and astrophysics. Located in Campbell Hall, the department offers robust undergraduate and graduate programs that provide comprehensive instruction and hands-on research opportunities across a broad range of areas, including theoretical and observational astrophysics, infrared, optical, and radio astronomy, galactic dynamics, high-energy astrophysics, cosmology, and star and planet formation. Faculty, students, and researchers collaborate closely to advance understanding of the universe through innovative research, data analysis, instrument development, and scholarship, while also contributing to interdisciplinary initiatives across campus and partnering research units. The department fosters a collaborative, inclusive academic environment that supports student success, scientific exploration, and public engagement in the astronomical sciences.

The Student Services Advisor provides comprehensive academic advising and graduate program administration support for the Department of Astronomy and, as-assigned basis, supports other departments within the Math & Physical Sciences (MPS) Division. Approximately 50% of the position is dedicated to the Department of Astronomy, which serves as the home department for this role, with the remaining 50% allocated to divisional support under the direction of the Astronomy Department Manager. The position is responsible for coordinating and administering key aspects of graduate student services, including admissions and recruitment, academic advising support, curriculum and course planning, graduate student progress and milestone tracking, funding and appointment coordination, and programmatic events. Serving as a primary resource for graduate students and faculty advisors, the role interprets and applies University, Graduate Division, and departmental policies to support student success and timely degree completion. The position works closely with faculty, the Head Graduate Advisor, Department leadership, and campus partners to ensure accurate, equitable, and compliant administration of graduate programs in a complex academic environment.

The First Review Date for this job is: February 26, 2026 - Open Until Filled

35% Graduate Advising & Academic Progress Support

• 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.
• 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.
• Tracking program outcomes and measuring trends/changes in the grad program.

25% Graduate Admissions, Recruitment & Onboarding

• Supports the graduate admissions and recruitment process, including responding to prospective student inquiries, coordinating application review processes, and assisting faculty admissions committees.
• Identifies opportunities to streamline admissions processes through improved procedures, systems, and communications, and adapts practices in response to changes in campus or Graduate Division requirements.
• Coordinates onboarding activities for newly admitted and continuing graduate students, including orientations and departmental communications.
• Uses professional judgment to identify and resolve applicant or admissions-related issues, escalating complex cases as appropriate. Resolves common issues related to graduate student appointments, funding, enrollment, or system access by reviewing records, coordinating with campus partners, and ensuring timely corrections.
• Leads and designs professional development strategy and initiatives in the student journey. Actively builds relationships with fellows around the program and professional goals. Collaborates with Career Services Staff to further develop workshops and resources.

20% Graduate Student Appointments, Funding & ASE Coordination

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

10% Curriculum Planning, Scheduling & Systems Management

• 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.

5% Programmatic Support, Events & Continuous Improvement

• 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.
• Performs other related duties as assigned in support of graduate student services and program administration.

5% Other duties as assigned.

• 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.
• Ability to interpret and apply University, Graduate Division, College, and departmental policies and procedures governing graduate admissions, academic progress, funding, and student employment.
• 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.

• Proficiency with student information and advising systems such as SIS/Campus Solutions, CalCentral, Slate, CalAnswers, ASE hiring systems, and standard office productivity tools (e.g., Google Workspace, Microsoft Office).

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 or hourly range that the University reasonably expects to pay for this position is $70,000 to $88,000 yearly ($5,833.33 to $7,333.33 monthly); 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.

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.

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

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.