Graduate Advising Administrative Assistant

Graduate Advising Administrative Assistant

Location: UC Santa Cruz Main Campus

Job : 82652

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 per hour (salary commensurate with skills, qualifications and experience)
• Full benefits level eligibility
• Schedule:
  
  Full‑time, Fixed; 100% (40 hours per week);
  Mon‑Fri;
  Day shift
• Employee Classification:
  Career appointment
• Union Representation: CX Union
• Work Location:
  
  UC Santa Cruz Main Campus
• Travel:
  Never or Rarely

General Assistance (40%)

• Provides administrative support to the Director, Graduate Advisors, Graduate Directors, and Associate Dean handling services and advising matters for approximately 800 graduate students.
• Answers phone calls, greets students, visitors, prospective students, faculty, and staff.
• Maintains the department office, keeps order and establishes a pleasant atmosphere.
• Posts appropriate material and updates bulletin, photo, and news boards.
• Addresses inquiries from current and prospective graduate students.
• Prepares and distributes general correspondence as directed.
• Assists graduate students with day‑to‑day issues and provides 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 quarterly collection of duty descriptions.
• Oversees the TA evaluations process on a quarterly basis.
• Assists in designing and implementing forms and procedures to comply with new, updated, and continuing requirements.
• Creates and updates flyers and information lists as needed for the department.
• Provides general administrative support, including routing mail, making copies, and collating materials.
• Uses the BE Graduate Database, UCSC Academic Information System (AIS), and related reporting systems for ongoing and ad‑hoc purposes.
• Assists with data for statistical queries or surveys, adhering to required frameworks and deadlines.
• Monitors office supplies, assumes primary responsibility for inventory and ordering, and oversees office supply budget.
• Monitors office equipment condition and initiates maintenance requests as needed.
• 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 a procedural manual for major functional areas of the job.

Web Support (25%)

• Maintains the BE Graduate Student Affairs website.
• Oversees ongoing updates to graduate web pages’ content and presentation in collaboration with the Director, Graduate Advisors, and other BE staff.
• Coordinates the graduate student electronic newsletter, composes and edits articles, and approves content submissions.
• Designs, posts, and updates online graduate student advance/defense announcements, graduate forums, and FAQ’s.
• Improves and develops online functionality of current graduate advising web pages for student processes and record retention.
• Communicates with the BE webmaster to resolve issues 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 work properly.

Event & Meeting Coordination (20%)

• Coordinates graduate student activities and special events, schedules invited speakers, provides technical support, logistics, general correspondence, and announcements, and processes 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, reserving equipment, room scheduling, and processing purchase orders.
• Assists in coordination and proctoring of preliminary exams for graduate…