Graduate Advising Administrative Assistant

University of California Santa Cruz Santa Cruz, CA Full-time Administration / Clerical

Posted on April 27, 2024

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Graduate Advising Administrative Assistant

Location: Santa Cruz
Job ID: 65453

JOB POSTING

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 03-25-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world renowned hub for research and innovation.

We champion new ideas, foster collaboration, and uphold the UCSC Principles of Community.

The Office of Graduate Student Affairs in BE is responsible and accountable for the overall development, management and coordination of all programmatic activities and support services related to graduate programs.

JOB SUMMARY

Under general supervision of the Graduate Advisors, and under the direct supervision of the Director of Graduate Student Affairs, the incumbent will provide administrative support to the Graduate Advising/Affairs office, and will be responsible for reception and managing the daily operations of the main office.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $29.93/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

Full-time, Fixed
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

40% - GENERAL ASSISTANCE

Provide administrative support to Director, Graduate Advisors, Graduate Directors, and Associate Dean in coordinating services and advising matters for approximately 700 graduate students.
Responsible for front desk coverage and general reception. Provide general and program-specific information to walk-ins; handle inquiries via telephone, and electronic mail. Assist Graduate Advisors in providing general information to students regarding program requirements; address inquiries from prospective and current graduate students; prepare and distribute general correspondence as directed. Assist graduate students with various day-to-day issues. Provide appropriate referrals to campus and community support services.
Manage the graduate advising email ticket system. Provide and/or research appropriate answers or refer to appropriate graduate advisor.
Distribute quarterly independent study enrollment numbers and ID stickers to all graduate students.
Responsible for the Teaching Assistant (TA) application process and the collection of description of duties on a quarterly basis. Manage the TA evaluations process on a quarterly basis.
Assist in the design, creation and implementation of new forms and accompanying procedures to comply with new, updated, and/or continuing requirements.
Create and/or update flyers, and information lists as needed for the departments using Microsoft Word, Excel, Filemaker Pro, Microsoft Publisher, PowerPoint, and Adobe Acrobat, and Google Suite. Provide general support including routing mail, making copies, and collating materials.
Use the BE Graduate Database, the UCSC Academic Information System (AIS) and related internal reporting systems for a variety of ongoing and ad hoc purposes. Assist with providing data for statistical queries or surveys with an adherence to required frameworks and strict deadlines.
Monitor office supplies and assumes primary responsibility for inventory and ordering. Monitor office supply budget. Recommend adjustments to the office supply budget as needed.
Monitor condition of all office equipment and initiate maintenance requests as needed.
Ensure the office is kept in neat and orderly condition.
Keep up to date by learning new campus programs, applications and processes as needed for graduate office operations.
Attend campus trainings and workshops as needed.

25% - WEB SUPPORT

Maintain the BE Graduate Student Affairs website. Manage ongoing updates to the graduate web pages, under the directives of, and in collaboration with, Director, Graduate Advisors, the Associate Dean, Departmental Graduate Directors, Department Chairs, and other BE faculty/staff regarding content and presentation.
Manage the graduate student electronic newsletter. Compose and edit articles for the newsletter and manage and approve content of submissions.
Design, post, and update online graduate student advance/defense announcements, graduate forums, and graduate student FAQ's.
In collaboration with the Graduate Advisors and webmaster, improve/develop online functionality of our current graduate advising web pages for student processes and record keeping.
Communicate with BE webmaster to resolve any issues that arise related to the graduate affairs webpages and/or electronic newsletter.
Monitor Graduate Division web site to ensure information regarding BSOE programs is up to date and links are working properly.

20% - EVENT & MEETING COORDINATION

In collaboration with Director and Graduate Advisors, responsible for the event coordination of graduate student activities and special events. Duties include scheduling invited speakers, technical support, logistics, general correspondence and announcements (paper, email, Internet), creating ERFs and processing purchase orders for catering and event supplies. Assist if directed with arrangements related to student travel and overnight accommodations.
Assist in planning and execution of annual commencement activities.
Responsible for coordinating graduate student advancement/defenses/thesis presentations, which may include advertising (Internet, email), reserving equipment, room scheduling and set-up, and processing purchase orders. Assist in the coordination and proctoring of the preliminary exams for graduate programs that have this requirement.
Initiate and schedule Graduate Director Committee meetings; inform graduate directors and associate dean of necessary agenda items; notify committee members; attend all meetings; record notes and keep historical files.
As needed, assist graduate student organizations with event logistics.

15% - STUDENT SUPERVISION

Supervise student staff; conduct hiring, training and monitor and assign work assignments.

REQUIRED QUALIFICATIONS

High school diploma and/or equivalent experience and/or training.
Skills using computer systems and applications, including but not limited to Word, Excel, Filemaker, PowerPoint, Google platform.
Ability to interact effectively with a diverse group of students, faculty, staff, and the public.
Good verbal communication skills.
Good written communication skills.
Ability to take initiative and work independently.
Ability to work in a team environment.
Organizational skills and the ability to effectively prioritize a heavy volume of workload with pressure of deadlines and constant interruptions, including excellent attention to detail.
Ability to exercise good judgment and discretion when dealing with confidential matters.
Demonstrated ability to learn, interpret, and apply policies/requirements.
Experience in entering data, creating reports, and forms using database applications.
Experience managing web content and online resources.
Ability and willingness to learn and use new computer programs and applications as required by the unit or campus to facilitate the unit's operation, such as the campus purchasing system and the student information/records systems.

PREFERRED QUALIFICATIONS

Familiarity with the UCSC Academic Information System (AIS).
Familiarity with the UCSC Online Purchasing System (Cruz Buy).
Familiarity with the UCSC Entertainment Reporting Form System (ERF).
Demonstrated knowledge and experience working with faculty and students in a university setting, including familiarity with academic departmental administration and support services.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Ability to work a variable schedule.
Ability to work occasional evenings and weekends as directed.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to travel to multiple work locations on and off campus.
Ability to maintain appearance and conduct suitable for working in a professional setting.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=65453&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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Graduate Advising Administrative Assistant

University of California Santa Cruz

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