Graduate Advising Administrative Assistant Job at New River Community College in

Graduate Advising Administrative Assistant

Location: UC Santa Cruz Main Campus

Job ID: 82652

Job Summary

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.

Appointment Information

• 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

Job Duties

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 ID stickers 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 programs.
• Initiates and schedules Graduate Director Committee meetings, informs directors and Associate Dean of agenda items, notifies members, attends meetings, records notes, and maintains historical files.
• Assists graduate student organizations with event logistics as needed.

Student Supervision (15%)

• Supervises student staff.
• Conducts recruitment.
• Provides training, assigns work, and monitors progress.

Required Qualifications

• High school diploma and/or equivalent experience and/or training.
• Proficient with computer systems and applications including Word, Excel, Filemaker, PowerPoint, and Google platform.
• Ability to interact effectively with a diverse group of students, faculty, staff, and the public.
• Good verbal and written communication skills.
• Ability to take initiative and work with minimal supervision.
• Ability to work in a team environment.
• Strong organizational skills with excellent attention to detail and ability to prioritize a heavy workload under time pressure.
• Ability to exercise good judgment and discretion with confidential matters.
• Demonstrated ability to learn and adhere to policies and requirements.
• Experience entering data, creating reports, and forms using database applications.
• Experience managing web content and online resources.
• Willingness to learn and use new computer programs and applications as required by the unit or campus.

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).
• Experience working with faculty and students in a university setting, including familiarity with academic departmental administration and support services.

Special Conditions of Employment

• Requirement to pass a pre‑employment criminal history background check.
• Requirement to pass the employment misconduct disclosure process.
• Ability to work long periods at a computer with or without accommodation.
• Primary work on campus with occasional remote work possible; ability to comply with telecommuting agreement if hybrid schedule confirmed.
• Availability for occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Maintain professional appearance and conduct.
• Completion of required training within established time frames, including UC compliance training.
• Compliance with the University of California Vaccination Policy: proof of vaccination or approved exception within 8 weeks of hire.
• Mandated Reporter responsibility: report known or suspected child abuse or neglect as defined by CANRA and sign acknowledgment before employment.

Misconduct Disclosure Requirement

Final candidate must disclose any relevant administrative or judicial misconduct within the last seven years, including allegations, investigations, and appeals related to prior employment. Misconduct includes violations of policies or laws governing conduct at the applicant's previous place of employment, such as sexual harassment, discrimination, dishonesty, or unethical conduct.

Safety Statement

All UCSC employees must comply with job safety procedures, attend required health and safety training, promote safety at work, and promptly report actual and potential accidents and injuries.

Notice of Availability

Annual Security and Fire Safety Report (ASFSR) is available at https://compliance.ucsc.edu/campus-safety-compliance/annual-reports/. The report is published by October 1st each year and includes current institutional policies and procedures concerning campus safety and security, fire safety and evacuation policies, sexual misconduct and relationship violence reporting and response protocols, and crime and fire statistics for the three previous calendar years. A paper copy is available upon request from the UCSC Police Department.

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor.

Application Process

Applicants must use the UCSC online process. View the full job description and apply online at https://careerspub.universityofcalifornia.edu/psc/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=82652&PostingSeq=1&SiteId=11&languageCd=ENG&FOCUS=Applicant. Submit materials through the Staff Employment Opportunities web site at https://jobs.ucsc.edu before the Initial Review Date of 12‑04‑2025.

Application Deadline

All applications are accepted until the job is filled. Materials submitted by 11:59 pm on the Initial Review Date will be routed to the hiring team for consideration. Applicants who miss the IRD are still encouraged to apply; their materials may still be forwarded if requested by the hiring team.