Graduate Advising Administrative Assistant

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 12-04-2025

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

The Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world-renowned hub for research and innovation.

We champion new ideas, foster collaboration, 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.

More information can be found at https://engineering.ucsc.edu/

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/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

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: 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

• 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 ID stickers 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 Director and Graduate Advisors, coordinates graduate student activities and special events, scheduling invited speakers, providing technical support, logistics, general correspondence, and announcements (paper, email, internet), creating ERFs, and processing 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 (internet, email), reserving equipment, room scheduling and set-up, and processing purchase orders.
• Assists in the coordination and proctoring of the preliminary exams for graduate programs.
• Initiates and schedules Graduate Director Committee meetings, informs graduate directors and the Associate Dean of necessary agenda items, notifies committee members, attends all meetings, records notes, and keeps historical files.
• Assists graduate student organizations with event logistics as needed.

15% - Student Supervision

• Supervise student staff.
• Conducts recruitment.
• Provides training.
• Assigns work and monitors progress.

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 with minimal supervision.
• 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 and adhere to policies and 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 student information and 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.
• Selected candidate must pass the employment misconduct disclosure process.
• 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. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a 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.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

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.

NOTICE OF AVAILABILITY

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.