PROGRAM SUPPORT SPECIALIST - UCDC

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PROGRAM SUPPORT SPECIALIST - UCDC

Location: Washington D C

Job ID: 25076

Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: https://jobs.ucop.edu/

**This position is located in Washington, DC.**

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. https://www.ucop.edu/about

DEPARTMENT OVERVIEW

UCDC is a system-wide program that provides University of California undergraduates with the opportunity to intern and study in Washington, DC. Students intern with the federal government, advocacy and non-profit organizations, the media, and the arts for a quarter or semester. Courses supplement students' internship experiences and take advantage of the many unique opportunities available in our nation's capital. All UCDC participants are required to live in the Center and approximately 270 students live in the building at any one time.

POSITION SUMMARY

The University of California, Washington Program (UCDC) is a system-wide academic and experiential learning program of the University of California. This position is organized under the UCDC Academic Internship Team (AIT), which includes three Program Administrators who serve as the principal liaison with participants and campuses. This position reports to the Senior Program Administrator. Job duties include, but are not limited to, providing support of the administrative functions of the UCDC Academic Internship Team (AIT) and may include some auxiliary functions of the Center including building services, guest housing, events and parking, coordinating, maintaining and reconciling electronic and paper records, coordinating information sharing among multiple functional units, and performing a variety of clerical duties as assigned.

It is an expectation that the incumbent will develop a basic understanding and knowledge of the activities of the Center, execute and complete assigned projects in a timely manner, work with his/her colleagues to promote a sense of teamwork, facilitate the smooth flow of work, and ensure that the administrative aspects of the position are conducted in accord with departmental and University guidelines, policies and procedures.

Responsibilities

60%

Data Management and Reporting: Responsible for ongoing maintenance of UCDC's internship database (Symplicity) and ensure regular updates which requires collecting information from internship providers; updating internship provider information; coordinating with AIT staff and managers to obtain employer site updates. Collaborate with AIT staff and managers to compile data on internship organizations and students using information available in Symplicity, Sharepoint, Google Docs/Sheets and student documents collected each term. Assist in the preparation of reports as required for the AIT unit, and UCDC Executive Director, and other units as needed. Pull reports from UCDC database and complies data to assess placement trends, demographic and student needs. Maintain effective working relationships with UCDC staff, students, and campus-based staff in the regular performance of duties.

40%

Administrative Support: Responsible for performing administrative tasks associated with the Academic Internship Team (AIT) Communicate and share on-boarding information with program participants including registration to UCDC's student information system (SIS) and UCDC Database (Symplicity). Collect experiential Learning documents: internship interest forms, completed work plan agreements, mid-term progress reports and internship evaluations through the UCDC Database. Ensures that documents are complete and follows-up with student for clarification as needed. Alerts AIT managers and team members to abnormal circumstances. Serve as a resource for students visiting the AIT, directs students to appropriate AIT staff, and ensure coverage of the unit during business hours. Assist AIT staff and managers with student orientations; prepare and coordinate production of information and materials distributed to students. Help solicit and obtain relevant documents (resumes, letters of recommendation, etc.) from campuses and organize information for UCDC AIT staff and managers. Assist AIT staff and managers in organizing employer outreach events designed to generate more internship possibilities.

Required Qualifications

• Outstanding oral and written communication skills.

• At least one year of equivalent work experience.

• Excellent interpersonal skills and ability to interact diplomatically with diverse groups and vendors.

• Excellent organizational skills and demonstrated ability to prioritize, exercise initiative and sound judgment while effectively executing multiple projects and meeting deadlines within an interrupt-driven, fast-paced environment.

• Excellent computer skills with proficiency and accuracy in MS Office, including proficiency in word processing, mail merge, spreadsheets, data entry and online applications plus a strong understanding of how relational databases work.

• Strong attention to detail.

• Strong analytical skills with the ability to creatively problem solve.

• Excellent customer service skills, with ability to form new relationships with ease.

Preferred Qualifications

• Proficiency using online platforms such as Mailchimp, SurveyMonkey and GoogleSheets and GoogleDocs.

• Experience working in a university/ higher education or non-profit preferred.

Education

• Bachelor's degree in related area preferred.

• High school diploma or equivalent experience/training required.

SPECIAL CONDITIONS

SALARY AND BENEFITS

Salary: Recommended salary range is $57,000 - $60,000 commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/benefits-of-belonging.html

ADDITIONAL INFORMATION

This position is located in Washington, DC.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is November 12, 2021. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. https://www.ucop.edu/local-human-resources/manager-resources/hiring-process/background-checks.html

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. https://www.ucop.edu/safety-and-loss-prevention/environmental/program-resources/uc-smoke-free/uc-smoke-tobacco-free.html

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

EEO STATEMENT

The University of California, Office of the President, 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. https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: https://www.ucop.edu/accessibility/index.html or email the Human Resource Department at: epost@ucop.edu.

To apply, visit https://apptrkr.com/2583351

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