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Graduate Advising Administrative Assistant at University of California - Santa Cruz

Posted in Other 30+ days ago.

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Type: Full Time
Location: Santa Cruz, California

Job Description:

Job Number

Recruitment Type

Job Title
Graduate Advising Administrative Assistant

Engineering [319]


Hiring Unit
Graduate Advising

Job Open Date

Position is open until filled; initial review of application materials will begin on:

Appointment Type
Career [2]

Start Date
Immediate Opening

End Date

Shift Differential


Furlough time period

Full time

Days per week

Average hours per day

Percent of Time

Fixed or Variable*

Average hours per week

Days of the week


Additional Comments
This position requires passing a pre-employment criminal history background check. Selected candidates cannot begin work until passing their background check. Please note: Time required to complete this process may vary and can be lengthy.

Salary Information
Starting Salary Range: $22.54-$25.26/hourly.
Salary commensurate with qualifications and experience.

Benefits Eligibility
This position is eligible for Full Benefits.

Blank Assistant 3 [4722]

Personnel Program
Union Represented

Salary Grade
Not Applicable

EEO/Affirmative Action Statement
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.

Summary Statement
Under general supervision of the Baskin School of Engineering's Graduate Advisors, and under the direct supervision of the Director of Graduate Student Affairs (SAO III SUPV), the incumbent serves as an administrative assistant for matters relating to all of the graduate programs in the BSOE, currently serving approximately 700 graduate students. The incumbent serves a diverse population of students and faculty. Each of these degree programs has collaborative, interconnected components, as well as distinct and complex degree requirements, maintaining separate policies and procedures. Principle functional areas of responsibility include: (1) Database Maintenance and Student Record Coordination; (2) General Program Assistance; (3) Web Support; and (4) Event Coordination and Special Projects.

Qualifications / Competencies
Demonstrated knowledge and experience working with faculty in a university setting, including familiarity with academic departmental administration and support services.

Demonstrated excellent interpersonal skills and a record of effective interactions with a diverse clientele, including faculty, administrative support personnel, undergraduate and/or graduate students.

Demonstrated ability to work independently, to maintain cooperative working relationships, and work in a team environment.

Demonstrated 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.

Demonstrated ability to learn, interpret, and apply policies, requirements, and related confidentiality restrictions governing graduate student admissions, acceptable academic progress, student records, student employment, account reconciliation, and travel and entertainment reimbursement.

Demonstrated skill in using document writing and financial spreadsheet computer applications, such as Microsoft Word and Excel.

Demonstrated extensive and well-developed experience in entering data, creating reports, and forms using database applications.

Demonstrated skill in creating flyers and updating web pages using computer-based web languages and application softwares such as, or equivalent to, Drupal, Dreamweaver, Adobe PhotoShop, Microsoft Publisher. Ability to work with digital photography.

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 / Competencies
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).

Special Conditions of Employment
Selected candidate will be required to pass a pre-employment criminal history background check.

Ability to work occasional evenings and weekends as event management support.

Critical position requiring background check(s)*

Background check(s) required
Criminal History Review

If you selected "license, certificate or degree" above, specify the type here:

Does this position require an E-Verify check*

(Note: Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check which confirms the individual's eligibility to work in the U.S.) No, this position does not require an E-Verify Check.

Will the employee be required to participate in the DMV Pull Notice program*

For More Information See:;

Supplemental documents (in addition to application) applicants will be allowed to attach
Cover Letter
Optional Doc #1
Optional Doc #2
Optional Doc #3

Quicklink to Posting
(Add https:// to the front of this text to create a functioning web link)*quickFind=71622


4 Records


Provide general and program-specific information to walk-ins; handle inquiries via telephone, mail, and electronic mail. Assist Graduate Advisors in providing general information to students regarding program requirements; address inquiries from potential 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.

Research, interpret, apply, and clarify University policies and requirements regarding graduate study for all BSOE graduate students, faculty, and staff.

Serve as administrative liaison to the campus Graduate Division, BSOE Graduate Directors, Graduate Admissions, Dean's Office, Registrar's, International Scholar and Student Services, and other academic departments to verify information, resolve problems, and coordinate activities.

Responsible for maintenance of departmental database and records for all current graduate students including current status, progress towards degree, academic milestones, degrees, academic background, and awards received, both financial and academic. Responsible for general reports on financial and academic status as directed by Associate Dean(s) of Graduate Studies and Research, Graduate Advisors, Department Managers, Graduate Directors, or Department Chairs. Responsible for maintenance of alumni database.

Provide support to Graduate Advisors, Department Managers, Graduate Directors, Associate Dean of Graduate Studies and Research in coordinating services and advising matters for approximately 700 graduate