Position: GRADUATE PROGRAM ASSISTANT
DEPARTMENT: Moss Landing Marine Laboratories Central Operations
SUPERVISOR: Executive Director, Moss Landing Marine Laboratories
POSTING DATE: July 2010
CLOSING DATE: Open Until Filled
SALARY: DOE: Target Salary Range $35K - $45K
EXEMPT STATUS: Non-exempt, Hours Monday through Friday 8:00 a.m. – 5:00 p.m.
APPOINTMENT: Position is contingent on annual funding and is will be reviewed for
renewable each year.
BENEFITS: Medical, dental, vision, life insurance provided with employee cost share.
GENERAL NATURE OF POSITION:
Under direction and guidance of the Director, the incumbent will provide assistance to the
graduate program for students pursuing a M.S. degree in Marine Science at Moss Landing Marine
Laboratories; and provide general administrative support to the graduate program.
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ESSENTIAL DUTIES & RESPONSIBILITIES:
Student Recruitment: 5%
Respond to inquiries about the program.
Provide information about program and admission requirements,
application procedures, scholarships, tuition/cost reduction, university
housing, consortium campus differences, and funding opportunities to
Consult with the Director and Chair to establish goals and
opportunities for program growth, as well as recruitment targets for
new and underrepresented students.
Interpret policies and procedures governing graduate recruitment and
admissions and make policy recommendations to Director and Chair as
needed. Ensure applicants meet MLML and the consortium campus
graduate admission requirements.
Serve as admission liaison between consortium’s Graduate Divisions,
Admission Offices, Department Chairs and Graduate Coordinators for
faculty and students.
Design electronic application submission/review/notification system in
consultation with IT and faculty and maintain applications. Update
applicant database for faculty and Governing Board reports and
prepare application summaries.
Coordinate faculty review process.
Pursue recruitment funding opportunities through the consortium
Student Admission & Orientation: 5%
Coordinate home campus evaluation and student notification
processes, track admitted student responses, and conduct an online
advising presentation for new students prior to orientation.
Create DeepSea, Moodle, MLML intranet/network, and email
accounts for new students with IT.
Confirm enrollment of all new students prior to orientation.
Coordinate new student orientation (room, binders, agenda, equipment,
speakers, etc.). Arrange for student body to prepare meals. Distribute
reminders to faculty, staff, and students.
Require photo IDs at orientation and coordinate creation of MLML
student IDs. Input pictures in DeepSea in time for instructors to print
course rosters on first day of instruction. Submit key requests to
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Student Advising: 20%
Advise new and continuing students regarding consortium campus and
program information, course offerings, course enrollment, major
deadlines, transferability of previous academic work, graduate support
opportunities, advancement to candidacy, thesis requirements,
housing, support services, financial aid and residency status.
Provide advice to students to resolve problems and conflicts on
academic and general issues, making referrals to other resources as
Update student handbook and program brochures before the start of
each academic year.
Student Administration: 30%
Monitor academic progress of each cohort of students. Identify
students not making academic progress, and recommend specific
action, including option to withdraw from program. Provide faculty
with student progress reports at the end of each semester.
Implement disciplinary action (warning, academic probation,
disqualification) upon faculty request or in accordance with MLML or
consortium campus policy.
Ensure 100% class schedule and enrollment accuracy in DeepSea and
consortium campuses, and notify students, faculty, Graduate Division
and/or Registrar’s Office of inconsistencies.
Monitor and coordinate approval of students enrolled in continuous
enrollment courses through the consortium campuses. Understand
consortium campus continuous enrollment policies and how they
impact financial aid and student loans.
Process student registration in DeepSea and Peoplesoft at CSUMB and
SJSU, which includes setting up and ensuring accuracy of class
schedule, generating permission numbers, assigning and distributing
Provide verification of enrollment and letters of support to students,
not letters of recommendation.
Provide information on and facilitate special enrollment situations
such as concurrent enrollment, intersystem enrollment, open
university, special sessions, and international program.
Assure that program and advising committee requirements are met for
each student, and that committee meetings are scheduled within
appropriate timelines. Under the guidance of the MLML graduate
handbook, advise faculty on options for resolving problems if a
student’s thesis proposal falls below MLML academic standards.
Assists in researching consortium policies and deadlines pertaining to
but not limited to continuous enrollment, registration, academic
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probation, international students, teaching assistant funding, form
approval, and thesis/defense/degree requirement.
Distribute notifications and reminders to students and faculty
regarding academic and procedural changes, funding deadlines,
consortium campuses deadlines and policy changes, and CSU
notifications as appropriate.
Prepare student files for student defenses. Coordinate student defenses
with approval from entire committee. Complete and submit
appropriate degree documentation.
Create and complete final degree checks for each graduating student
including review of degree requirements, passing grades in MS 299,
continuous enrollment, and thesis submission.
Maintain student databases and records to track all aspects of student
admission and support, TA assignments, academic progress, theses
titles, and degrees award dates. Track and report graduate program
Create and prepare electronic student observation of teaching assistant
evaluations (SOTAE) for student teaching assistants. Create
summaries to evaluate course management and provide feedback and
suggestions for student teaching effectiveness to Student Body
Representatives. File SOTAEs in student files.
Provide advice, referrals, and general support to students and faculty.
Provide recommendation to, and support the endeavors of, the student
body in regard to establishing student organizations and recovering
funds from consortium campuses.
Complete progress reports for each student upon receiving Space
Assist students in preparing petitions for exception to university
policy, financial and appeals, student loan deferment appeals, and
change of residency appeals.
Program Administration: 20%
Update program websites to ensure consistency with consortium
Assist the Director with correspondence, program reports, assessment
reports, generating internal program policies and procedures, updating
policies, and notifying laboratories of program changes.
Track and implement policy decisions including obtaining approvals
from the consortium Graduate Divisions, Academic Senates,
Department Chairs, and Graduate Coordinators prior to annual update
of graduate student handbook.
Help establish performance measures.
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Create and update Graduate Program Assistant manual and job
Create Enrollment Report for Governing Board.
Track student awards.
Faculty Administration: 5%
Collect course syllabi, catalogs, and schedules for future reference, and
in preparation of assessment reports. Solicit faculty for outstanding
student award nominations available through the consortium
campuses. Generate nomination letters for Chair’s and Director’s
signature, and coordinate the gathering of necessary supporting
Provide administrative assistance to Director and Chair as needed,
including accepting and maintaining applications for faculty, or staff
Alumni Administration: 2.5%
Maintain alumni database. Track alumni first professional placement,
initial salary, proposed career objectives and contact information.
Generate alumni surveys and reports that discuss needs, previous
funding allocation, student success rate, and placement after
Programmatic Development 2.5%
Provide data and recommendations to Curriculum Committee, Chair,
and Director upon request for WASC reporting, curriculum
development, program development, and auditing.
Recommended revisions to the graduate handbook, academic program,
website, DeepSea and program practices to support academic goals
and facilitate student progress. Provide data and analysis for annual
departmental and divisional academic program planning processes.
Provide supporting information to the curriculum committee and
MLML Chair for program review. Access consortium campus reports
to conduct research in support of program planning, as well as research
program funding opportunities.
Perform other duties and projects at assigned.
Provide reports to library staff, Friends of MLML, Fiscal Services,
Health and Safety Officer, IT, and student body officers each semester.
Withhold granting of degree until all keys, equipment, and library
books are returned and all administrative tasks have been completed.
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Update MLML degree forms as needed.
EDUCATION AND EXPERIENCE
Bachelor of Science required, and previous administrative and management experience.
Related experience in an academic setting, and advising students in higher education
Design, development and implementation of databases, preferably using FileMaker or other
Familiarity with web editing software and experience managing website information or
posting information on established website.
Demonstrated commitment to continued professional growth and development.
Experience producing web pages, database development, and reporting tools development
Computer trouble-shooting skills and technical support
KNOWLEDGE, SKILLSAND ABILITIES REQUIRED
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or
Excellent written, oral, and interpersonal skills
Abilities to: assimilate, interpret, explain, and apply a variety of academic, administrative,
and granting agency policies and procedures; adapt to a changing organization and
environment; and exercise good judgment and maintain confidentiality
Strong organizational and planning skills, including the ability to set priorities, maintain
workflow, meet deadlines, and complete a high volume of work with frequent interruptions
Thorough knowledge of methods, procedures and practices; English grammar, business
writing, punctuation and spelling. Ability to compose and appropriately format
correspondence and reports.
Working knowledge of software applications: word processing, spreadsheet, and database
Ability to learn quickly and initiate completion of projects/reports with little supervision
Ability to handle detailed, complex concepts and problems.
Ability to demonstrate initiative, punctuality and work as a team player.
Political acumen sufficient to establish and maintain effective, impartial and collaborative
working relationships with diverse constituents
Able to maintain full-time position with an 8:00 a.m. to 5:00 p.m. work schedule.
Valid CA driver’s license.
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PHYSICAL DEMANDS/ ENVIRONMENTAL CONDITIONS
The physical demands described are representative of those that must be met by an employee to
successfully perform the essential functions of the job. Reasonable accommodations may be
made to enable individual with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Typical office and laboratory environment.
This position is located 20 minutes south of Santa Cruz, 20 minutes north of Monterey Bay and
60 minutes south of San Jose at Moss Landing Marine Laboratories in Moss Landing.
Interviews will be conducted beginning the week of July 16th. To apply for this position, please
submit a letter of interest and a resume to:
Moss Landing Marine Laboratories
8272 Moss Landing Rd.
Moss Landing, CA 95039
An employment application and other information may be obtained from the Research
Foundation Human Resources Department, through the Foundation’s web site at:
http://www.sjsu.edu/depts/Foundation/homepage.html, or in person by visiting the Research
Foundation Human Resources department, located at 210 N. Fourth St., San Jose, CA (corner of
St. James & Fourth St.) An application will be required for those interviewed.
The San Jose State University Foundation is one of the oldest nonprofit Corporations in the
California State University System. The general purpose of the Research Foundation is to
advance the welfare of the University, assist it in fulfilling its objectives, supplement the
programs and activities of the University in appropriate ways, promote and assist its educational
services, and otherwise aid and assist the University in fulfilling its purposes and in serving the
people of the State of California, especially those of the area in which the University is located.
These purposes are compatible with the legal framework established within the California State
Foundation employment is separate and distinct from San Jose State University or State of
SAN JOSE STATE UNIVERSITY FOUNDATION
The San Jose State University Foundation is an Equal Opportunity Employer and does not
discriminate on the basis of race, religion, color, sex, age, national origin or disability.
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