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Graduate Affairs Administrative Assistant

Location: Santa Cruz
Job ID: 49003

JOB POSTING

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 03-09-2023



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

Originally founded in 1997, Baskin Engineering (BE) is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas 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: $27.33 - $32.03/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 1

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: This is a 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 initiates 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, and be able to fulfill 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 COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• 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.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

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=49003&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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