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University of California, Santa Cruz · 1 month ago

Graduate Advising Administrative Assistant

Santa Cruz County, CA

Full-time

Hybrid

New Grad, Entry Level

$29.38/hr - $32.92/hr

The University of California, Santa Cruz is a public university known for its innovative and experimental educational approach. The Graduate Advising Administrative Assistant will coordinate daily operations of the Graduate Advising/Affairs Office, providing essential administrative support to graduate advisors and managing various programmatic activities for approximately 800 graduate students.

ArtEducationUniversities

No H1B

Responsibilities

Provides administrative support to the Director, Graduate Advisors, Graduate Directors, and Associate Dean, coordinating services and advising matters for approximately 800 graduate students

Answers the telephone and greets students, visitors, prospective students, faculty, and staff

Maintains the department office, keeping order and establishing a pleasant atmosphere

Posts appropriate material, updating and maintaining bulletin, photo, and news boards

Addresses inquiries from current and prospective graduate students

Prepares and distributes general correspondence as directed

Assists graduate students with various day-to-day issues

Provides appropriate referrals to campus and community support services

Distributes quarterly independent study enrollment numbers and ID stickers to all graduate students

Maintains the Teaching Assistant (TA) application and coordinates the collection of descriptions of duties on a quarterly basis

Oversees the TA evaluations process on a quarterly basis

Assists in the design, creation, and implementation of forms and accompanying procedures to comply with new, updated, and continuing requirements

Creates and updates flyers and information lists as needed for the departments

Provides general administrative support, including routing mail, making copies, and collating materials

Uses the BE Graduate Database, the UCSC Academic Information System (AIS), and related internal reporting systems for ongoing and ad hoc purposes

Assists with providing data for statistical queries or surveys, adhering to required frameworks and strict deadlines

Monitors office supplies and assumes primary responsibility for inventory and ordering

Oversees office supply budget

Monitors the condition of all office equipment and initiates maintenance requests as needed

Ensures the office is kept in a neat and orderly condition

Maintains storage areas and cabinets in neat, organized order

Keeps up to date on new campus programs, applications, and processes as needed for graduate office operations

Attends campus trainings and workshops as needed

Maintains procedural manual for major functional areas of the job

Maintains the BE Graduate Student Affairs website

Oversees ongoing updates to the graduate web pages content and presentation, under the directives of, and in collaboration with, the Director, Graduate Advisors, the Associate Dean, Departmental Graduate Directors, Department Chairs, and other BE faculty/staff

Coordinates the graduate student electronic newsletter, composes and edits articles, and approves the content of submissions

Designs, posts, and updates online graduate student advance/defense announcements, graduate forums, and graduate student FAQ's

In collaboration with the Graduate Advisors and webmaster, improves and develops online functionality of current graduate advising web pages for student processes and record retention

Communicates with BE webmaster to resolve any issues that arise related to the graduate affairs webpages or electronic newsletter

Monitors the Graduate Division website to ensure information regarding BE programs is up to date and links are working properly

In collaboration with the Director and Graduate Advisors, coordinates graduate student activities and special events, scheduling invited speakers, providing technical support, logistics, general correspondence, and announcements (paper, email, internet), creating ERFs, and processing purchase orders for catering and event supplies. Assists with arrangements for student travel and overnight accommodations

Assists in the planning and execution of annual commencement activities

Coordinates graduate student advancement/defenses/thesis presentations, including advertising (internet, email), reserving equipment, room scheduling and set-up, and processing purchase orders

Assists in the coordination and proctoring of the preliminary exams for graduate programs

Initiates and schedules Graduate Director Committee meetings, informs graduate directors and the Associate Dean of necessary agenda items, notifies committee members, attends all meetings, records notes, and keeps historical files

Assists graduate student organizations with event logistics as needed

Supervise student staff

Conducts recruitment

Provides training

Assigns work and monitors progress

Qualification

Administrative supportWeb content managementData entryOrganizational skillsCommunication skillsTeamworkMicrosoft OfficeGoogle platformFilemakerPowerPointTrainingEvent coordinationAttention to detailInitiativeConfidentiality

Required

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 with minimal supervision

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 and adhere to policies and 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 student information and records systems

Preferred

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