SSHA Student Services Assistant (On-Site)

SSHA Student Services Assistant (On-Site)

Hiring Range

The full salary range for this position is Step 1: $27.17 - Step 17: $38.61. The hourly range the University reasonably expects to pay for this position is STEP 1: $27.17/hr.

Job Closing Date

Remote/Hybrid eligibility: This position is fully On-Site.

Initial applicant review will begin on or around May 25th, 2026. This posting will remain open until positions are filled.

Clerical & Allied Services- CX Teamsters Local 2010.

About the Job

Under the supervision of the Director of Student Services for the School of Social Sciences, Humanities, and Arts (SSHA), the Student Services Assistant works closely with SSHA Student Services staff to plan, develop, and implement coordinated, comprehensive student and faculty support programs. Provides administrative support to SSHA Academic Advising, the Director of Student Services, and the Assistant Dean of Student and Instructional Services. Responsibilities include: provide calendar support to Assistant Dean of Student and Instructional Services and Director of Student Services, preparing and submitting supply orders, supports with tracking and budget related requests for Student and Instructional Services, preparing and disseminating digital communications to students and faculty, logistical support for committee and staff meetings, processing routine academic advising/student forms, updating student records, student-focused event planning, editing websites, and creating a welcoming atmosphere for students into the School, directing them to appropriate university resources. Often serves as the first point of contact for students visiting the SSHA Academic Advising Reception. Supervises SSHA Academic Advising Student Assistants.

KEY RESPONSIBILITIES

• Oversees the undergraduate student petition process for academic advising forms, including but not limited to: General Petition Form, Course Approval Form, Petition for Excess Units, SSHA Multiple Major Application Packet Submission, and Subsequent Course Repeat. Reviews and prepares undergraduate student petitions, ensuring accuracy and required documentation is included. Works with the Director of Student Services to develop protocols for approving petitions to promote consistency and efficiency in processing. Assist in tracking student attendance, updating student records, and extensive data entry. Archive student forms and documents electronically. Update business processes in response to electronic workflow updates. Create, update, and maintain web pages related to School-based student form and petition processes using basic knowledge of web editing tools. Track and assess undergraduate student petition submissions to provide data to SSHA Student Services leadership in order for undergraduate petition processes to be the most efficient for student support.
• Supervises SSHA Academic Advising Student Assistants and manages SSHA Academic Advising reception. Provides direct supervision of SSHA Academic Advising Student Assistants, ensuring SSHA Academic Advising reception coverage. This supervision includes, but is not limited to: creating shift schedules for student employees, review/approve timesheets, review time off requests, update Student and Instructional Services Employee Hours file, facilitate student assistant weekly team meetings, co-plan and co-facilitate SSHA Academic Advising Student Employee training, conduct one-on-one meetings with SSHA Academic Advising Student Assistants, manage the hiring of SSHA Academic Advising Student Assistants once a year (or as needed), be part in the Student and Instructional Services Student Employee Leadership team. Assist with SSHA Academic Advising Reception coverage (in-person and virtual) and support scheduling coverage: greet students and faculty during check-in and direct them to an appropriate academic advisor and other campus resources as needed. Ensure the check-in process, student information, and data are accurate. Ensure SSHA Academic Advising reception is a safe and welcoming space for all students. Assesses SSHA Academic Advising Student Assistant program, including, but not limited to, undergraduate student petition processing times, reception environment, and efficiency.
• Participates in University and School events, including yield and recruitment events, including but not limited to Commencement, Bobcat Day, etc., in representation of SSHA. Organizes all aspects of SSHA Academic Advising events, including parking reservations, catering orders, and room reservations. Facilitates undergraduate involvement in School outreach programs. Attends meetings to maintain current information on University policies. Prepares materials for meetings and reports. Assists in maintaining the SSHA Academic Advising Website. Maintains office supplies and creates regular orders as needed, with approval from the Assistant Dean of Student and Instructional Services.
• Other duties as assigned and administrative support as needed. Maintain consistent communication with the Assistant Dean of Student and Instructional Services and the Director of Student Services regarding calendaring support, undergraduate student petitions, meeting attendance, and daily activities.

Qualifications

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent, and three (3) years administrative/clerical work experience.
• Bachelor's degree in a related area and relevant work experience which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required.
• Direct knowledge of University of California policies and procedures is preferred.
• Supervisory experience is preferred

CRITICAL KNOWNLEGE and SKILLS

• Working knowledge of administrative procedures and processes, including word processing, spreadsheet, and database applications. Demonstrated ability to operate PC with software for Microsoft Outlook, Word, Excel, Publisher, and other programs as needed.
• Requires strong verbal and written communication skills to convey information accurately, clearly, and concisely as well as strong active listening and critical thinking skills. Must be able to multitask and possess excellent time management. Ability to communicate effectively and diplomatically with people from a wide variety of ethnic, social, and educational backgrounds. Skill in writing logical, concise, and grammatically correct documents, procedures, and instructions.
• Ability to work independently and with a high degree of accuracy. Ability to maintain clear and complete records. Demonstrated skill in setting priorities under conflicting demands of time to reflect organizational goals; ability to work with frequent interruptions and deadlines.
• Demonstrated ability in utilizing student information systems, such as Banner, COGNOS, Blink, Astra, MyDegreePath, Box, OnBase, or equivalent.
• Direct Knowledge of University of California Policies and Procedures. (Preferred)