Initial Review Date (IRD) The Initial Review Date (IRD) for this job is: 10-14-2020
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
Dept Marketing Statement The Division of Graduate Studies is a small, but high-funcitioning unit that supports graduate admissions, current graduate students and professional development.
Involves technology-based analysis of business practices, processes and problems; developing solutions which may involve process design, data and information architecture, software development and policy or procedural changes; creating specifications for systems to meet requirements; validating requirements against needs; designing details of automated systems; developing user interface design; planning and executing unit integration and end-user acceptance testing; may develop training materials for system implementation. May lead cross-functional teams to solve complex business or systems issues.
Applies business process and analysis concepts and department / unit and location policies and procedures to resolve a variety of business process problems. Works on business process issues of limited to moderate scope where evaluation of processes, procedures and data requires analysis using a variety of factors.
Under the general direction of the Assistant Dean of Graduate Studies, the Assistant Administrative Analyst is responsible for supporting existing business processes within the Division of Graduate Studies, as well as aiding in the implementation of new system functionality and business processes. The incumbent provides support to the Information Systems Manager, as well as serves as a liaison to other academic and administrative departments.
The incumbent will work laterally across all aspects of the unit to provide support when and where it is needed. Responsibilities include: depositing weekly admission application fee payments, updating applicant and student records through both manual and batch processes, troubleshooting system and business process issues, writing and maintaining documentation, reporting and data analysis, and testing of system functionality.
The selected incumbent is expected to maintain knowledge of industry best practices, work collaboratively with campus entities and other units to maximize the effectiveness of functionality within the Academic Information System (AIS) and associated systems, to uphold electronic security and the privacy of student records, and to support UCSC's Principles of Community and the UC Standards of Ethical Conduct.
Pay, Benefits, & Work Schedule Salary Information: $20.00 - $30.00 / Hourly. Salary commensurate with skills, qualifications and experience.
Applies business processes to troubleshoot and reconcile records in the campus' Academic Information System (AIS), including admissions test score loads, admission decisions, and financial support packages.
Applies business processes to troubleshoot and update records in Slate (our Application and Review system), including admissions test scores, verifying and consolidating duplicate accounts, admission decisions, financial support packages, and augmenting and or designing a solution, unit testing, and implementation to common issues that may arise.
Monitor the admission application technical help email account; troubleshoot & escalate issues as needed.
Assist the Graduate Admissions Coordinator with daily business processes, as well as business process related to admission decisions, financial support augmenting and or designing a solution, unit testing, and implementation to common issues that may arise.
Assist the Information Systems Manager with annual preparation of the online application for admission, annual cycle prep (such as terms, years, prompts), including page editing and extensive unit testing and querying to verify data is mapped correctly.
30% - Current Student Support
Applies business processes to manage and reconcile batch and manual records in the campus' Academic Information System (AIS), including batched student milestone loads, and expected graduation term updates. Identifies, evaluates, and develops augmentations or new procedures as needed.
Troubleshooting processes, determining if reconciliation is needed, designing and implementing a solution with current and future milestone implementation/changes requested by academic departments.
Monitor and reconcile the graduate student email list on a quarterly basis; review mass email requests for appropriateness and forward to all graduate students upon request following current policy and business processes.
Assist the Information Systems Manager with annual preparation of student support spreadsheets and block balance tracking spreadsheets.
Coordinate with academic and administrative departments to identify and resolve quarterly and annual student data issues, including those who have exceeded normative time, are not making satisfactory academic progress, or are at risk of losing Financial Aid eligibility.
Coordinate with academic departments on a list of Academic Student Employment positions to be posted online.
25% - Academic Information System Support
Test quarterly system patches and modifications in the Academic Information System (AIS).
Create and maintain system and business process documentation.
Assist the Reporting Analyst in gathering reporting needs from academic departments, writing report specifications and developing reports for internal and campus-wide use.
15% - Special projects/Misc.
Assist the Information Systems Manager in representing the Graduate Division's needs in campus-wide data and reporting projects as required.
Support division sponsored events, such as the Graduate Research Symposium, as required.
Support the Information Systems Manager in the creation and maintenance of GTeForms, as needed.
Bachelor's degree in a related field and/or an equivalent combination of education and/or experience in administrative analysis or operations research.
Proven ability to work cooperatively and sensitively with individuals from diverse cultures, ethnicities, communities, and backgrounds.
Intermediate knowledge of related areas of IT, including experience with Oracle/PeopleSoft's Campus Solutions
Analytical skills sufficient to analyze and interpret written material and oral requirements, and to draw conclusions and make recommendations.
Proven ability to maintain accurate and detailed records.
Proficiency using computer applications, including databases, word processing, spreadsheets, and presentation software.
Experience creating and delivering reports from large relational database management systems.
Ability to develop test plans to ensure quality and accuracy of system or report data.
Excellent oral and written communication skills.
Excellent time management skills and experience in determining priorities effectively while adhering to deadlines on multiple or simultaneous projects.
Experience working independently, with proven capacity for self-direction and self-correction.
Experience and proven ability in working cooperatively and producing deliverables as a member of a team.
Proven ability to assimilate and independently apply a broad variety of administrative policies, procedures and practices.
Proven ability to exercise discretion and judgment in dealing with confidential and sensitive matters.
Ability to comply with the UCSC Principles of Community and the University of California's Standards of Ethical Conduct.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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