Program Support Specialist (7373)

University of California Office of the President
Washington D.C.
Sep 25, 2018
Oct 30, 2018
Full Time

Program Support Specialist (7373)

University of California Office of the President

Requisition Number: 20180410

Appointment Type: Staff - Career

Personnel Program: PSS-Uncovered

Work Hours: Monday-Friday, 8:00am-5:00pm

Percentage of Time: 100

Organizational Area: Academic Affairs: Academic Planning, Programs and Coordination - UC Washington Center (UCDC)

Location: Washington, DC

Posting Salary: $40,200 - $61,300 (minimum of range to midpoint of range)

Position Summary:

The University of California, Washington Center (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.

Special Conditions of Employment:


Shift Work

Other Special Conditions of Employment:

Successful completion of a background check is required for appointment to this critical position.

Job Close Date: 9-28-2018


Duty 1: 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).

Collect internship interest forms from students and assign students to the proper AIT staff for assistance and guidance through the internship search process.

Collect completed internship work plan agreements and other AIT forms. Ensure that documents are complete and follow up with students for clarification as needed.

Collect mid-term progress reports and internship evaluations forms, and alert AIT Managers to abnormal circumstances.

Serve as a resource for students visiting the AIT, directs students to appropriate AIT staff, arranges appointments for students with 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.

Function:Administrative Support

Percent: 50

Duty 2: 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; co ordaining with AIT staff and managers in obtaining employer site updates.

Collaborate with AIT staff and managers to compile data on internship organizations and students using information available in Simplicity, 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, as directed by AIT Managers.

Maintain effective working relationships with UCDC staff, students, and campus-based staff in the regular performance of duties.

Function:Data Management and Reporting

Percent: 50

Job Requirements

Bachelor's degree or high school diploma and equivalent experience/training required.

Outstanding oral and written communication skills.

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.


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


How to Apply

For complete job description and application instructions, visit: []

About us

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 corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.

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, national origin, disability, age or protected veteran status.

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