Graduate Advising Administrative Assistant

Graduate Advising Administrative Assistant

Under the direct supervision of the Director of Graduate Student Affairs, the Graduate Advising Administrative Assistant coordinates the daily operations of the Graduate Advising/Affairs Office and provides reception and administrative support to graduate advisors.

• Budgeted Salary: $29.38 - $32.92/hour. Salary commensurate with skills, qualifications and experience.
• Benefits Level Eligibility:
  Full benefits
• Employee Classification:
  Career appointment
• Union Representation: CX Union
• Job Code Classification: 004722 (BLANK AST
  3)
• Travel:
  Never or Rarely

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

UC Santa Cruz Main Campus

None

• Seniority level:
  Entry level
• Employment type:
  
  Full-time
• Job function:
  Administrative
• Industries:
  Higher Education

40% – General Assistance

• 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  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.

25% – Web Support

• 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.

20% – Event & Meeting Coordination

• In collaboration with the…