GPSA Programs Assistant - 141550

The Program Assistant supports established processes and workflows and serves as a central administrative resource, while deferring advising, policy interpretation, approvals, and risk-related decisions to the GPSA Advisor or appropriate campus offices.

Under the general supervision of the GPSA Advisor, the Program Assistant provides full-time administrative, logistical, and coordination support for the Graduate and Professional Student Association, serving as the primary point of continuity for day-to-day operations, communications, and record-keeping across GPSA's governance structures. The incumbent applies working knowledge of University and Student Affairs/Campus Life policies and procedures to independently manage established processes, coordinate between elected officers and council representatives, and serve as an informational resource and referral point for graduate and professional students. The position exercises transactional-level advising and problem-solving on routine, non-sensitive matters, while referring policy interpretation, approvals, and risk-related or complex issues to the GPSA Advisor or appropriate campus office.

Under supervision, the GPSA Programs Assistant applies professional expertise in student services theories and concepts to independently manage and enhance a wide range of responsibilities within a dynamic and evolving Student Governments program. Building on foundational knowledge, this role focuses on planning, coordinating, and providing administrative support for key GPSA operations, including council meetings, elected officer initiatives, and both governance and community-building activities. In an expanded capacity, the Specialist provides transactional advising and guidance to graduate and professional students, particularly in navigating council representation, committee assignments, and university policies and procedures, ensuring they have access to the appropriate resources to foster success.

• Minimum two years of experience administratively supporting high-level positions with strong demonstrated administrative skills. Experience working with scheduling appointments, preparing and maintaining calendars, and planning and reconciling travel arrangements.

• Demonstrated writing ability to independently compose letters, memos, and other correspondence, subject to review by supervisor, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.

• Proficient in Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook), and Adobe Sign required. Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required

• Ability to effectively select, hire, delegate, train, supervise, motivate and evaluate non-career and volunteer personnel of both the beginner and para-professional levels.

• Demonstrated ability to develop and maintain records management systems, electronic and hard copy.

• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.

• Ability to gather and organize data, draw logical conclusions and discern implications.

• Demonstrated experience managing and analyzing complex calendar and travel arrangements, planning meetings both on and off site.

• Demonstrated skill at organizing and prioritizing tasks with the ability to work under pressure to meet deadlines and adapt to changing priorities. Proven ability to multi-task in order to effectively handle diverse responsibilities and problems simultaneously, often with shifting priorities.

• Demonstrated research abilities utilizing various resources to obtain information necessary to attain established objectives. Proven ability to assimilate information and to compile and present in a complete and cohesive manner. Ability to make recommendations as needed.

• Must be able to maintain confidentiality of information and materials.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Occasional evenings, weekends, and overtime may be required.

• Cover letter required for a complete application.

• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.