Administrative Assistant II, GAS

Job Description Summary:

Provide information to all graduate and doctoral students and faculty inquiring about general program requirements or specific graduate processes. This position will provide administrative support to the Director and Senior coordinator in the day to day operation of the Graduate Academic Services department.

Minimum Qualifications:

• 2 years of experience with office/clerical support.
• 2 years of experience providing exceptional customer services skills.
• 2 years of experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• 2 years of administrative experience in a service-oriented environment, preferably in higher education including data entry, filing, scanning, etc.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files.
• Ability to maintain confidentiality at all times for data and records.

Preferred Qualifications:

• Skills in working with graduate/doctoral students.
• Knowledge of Degree Works and Banner student systems.

Specific Duties:

Duty: Screen and direct all incoming telephone inquiries and maintaining GAS email, respond following university (as well as program) policies and procedures, redirect inquires to alternate rescources for information; academic department, financial aid, registrar’s, student accounts, etc.; requiring knowledge of ULV policies and procedures regarding registration, graduation and diplomas.
Percentage of Time: 25% Duty: Grade Changes: Maintain and update student records in Banner by processing all grade changes, verifying all information on the change form is correct: a. contact instructor for correction and/or verification as needed. b. Update students academic standing if necessary. c. Scan into BDMS.
Percentage of Time: 20% Duty: Advanced Standing/Advancement to Candidacy: a. Verify all advanced standing forms are correct and payment has been received. b. Scan into BDMS
Percentage of Time: 15% Duty: Assist with the official analysis of graduation eligibility and managing department tracking sheet for advance standing and commencement. Assist in student notification of academic standing as a result of academic probation and disqualification.
Percentage of Time: 10% Duty: Diploma Orders: Review all names and addresses are correct. Assist in student notification of student record holds preventing release of diploma. Pack and mail out all diplomas and update banner that diploma has been sent out. Participate in commencement ceremonies.
Percentage of Time: 10% Duty: Graduate Appeal: Receive graduate appeals from students and departments evaulating them for clarity and completeness.
Percentage of Time: 5% Duty: Provide administrative support to the Senior Coordinator in the doctoral dissertation process, including assisting with dissertation forms, tracking submissions and requirements, and supporting follow-up communication.
Percentage of Time: 5% Duty: Manage and maintain ordering all deparmtent supplies.
Percentage of Time: 5% Duty: All other duties as assigned.
Percentage of Time: 5%

Salary Range

Maximum: $25.24
Minimum: $21.86

Benefits Summary:

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan. Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location:

La Verne Main Campus