Student Services Representative - 136139

La Jolla

9500 Gilman Drive, San Diego, CA 92093, United States

#136139 Student Services Representative

Filing Deadline : Fri 10 / 17 / 2025

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UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and / or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment : Apply by 8 / 1 / 25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 8 / 12 / 2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.

One of the two openings for this position has already been filled

DESCRIPTION

UC San Diego Division of Extended Studies serves as a catalyst for positive change by advancing global access, equity, and social and economic mobility through educational enrichment across the lifespan.

As a fully self-supporting division under UC San Diego Academic Affairs, Extended Studies operates year-round (12 months of active instruction) with a budget of $50 million annually. A team of 260 academic and staff employees and more than 1,200 instructors fulfill the mission of delivering exceptional educational experiences and services that reflect our standing as part of a top-tier globally renowned public research University.

Extended Studies operates in 200,000 square feet of managed space, including a headquarters building with classrooms, training spaces and key administrative offices adjacent to the UC San Diego campus, as well as off-campus classroom facilities in nearby University City. The division maintains a robust online learning platform, operating 24 / 7 with webcasting and video-conferencing capabilities, while also maintaining a strong web presence with e-commerce operating 24 / 7. There are over 90,000 enrollment transactions annually, supported by a robust network of representatives, agents, and students. Focused on community engagement and enrichment, the division operates two television stations, UCTV and UCSD-TV, and a variety of public lecture programs, while staying active in federal, state, local, and private research and technical assistance programs and activities.

Extended Studies is also responsible for the management and financial, operational, and programming oversight of UC San Diego Park & Market, a 66,000-square-foot, four-story, multi-purpose office building located in the East Village neighborhood of downtown San Diego. Park & Market supports and hosts a wide variety of civic, community, corporate, and campus events, meetings, conferences, and programs.

Under general supervision of the Student Services Manager, provide excellent customer service by assisting the general public in all aspects of their interaction with Division of Extended Studies (DES) and degree-related programs. Provide information about courses, certificate programs, and academic departments. Register students via telephone, fax, email, and in person. Process transcript requests, course description requests, certificate audits, manage wait lists, resolve failed web enrollments (WEA) and other student services duties in a timely manner. Prepare appropriate forms and solve enrollment discrepancies. Provide general information to students regarding certificate completion, Concurrent Enrollment, UCSD Student Grant Program, My Extension student portal, veterans benefits, financial assistance, Workforce program, and disabled student services. Provide ideas and input on methods to improve the services that enhance the student experience. This position will work with DES' technical groups on Tax Relief Act requirements and prepare 1098t's for students on an as needed basis. Key holder responsibilities for opening and / or closing the site.

A cover letter is optional, but strongly encouraged

QUALIFICATIONS

Demonstrated ability to advise students and the general public regarding academic programs, policies and procedures.

Demonstrated ability to accurately record and monitor expenses and funds and handle cash according to strict policies.

Demonstrated experience providing work direction and training to lower-level employees.

Demonstrated ability to process a large volume of documents rapidly and accurately with close attention to detail.

Skill in project management to organize and prioritize work assignments to meet all site objectives.

Knowledge of standard office equipment and basic computer hardware, and proven working knowledge of computer software, including Word and Excel. Must have proven experience to trouble shoot basic audiovisual equipment such as laptops, LCD projectors, and speakers.

Demonstrated ability to professionally handle stressful and difficult situations, and proven sensitivity to customers' needs and concerns.

Proven ability to interpret established policies and administrative regulations, and make independent decisions to initiate action and follow-through.

Proven work experience conveying information in a clear and effective manner both in written and oral format. Excellent communication skills, both oral and written, including experience in dealing with the public with diplomacy, tact, and flexibility with a diverse customer base. Excellent knowledge of English grammar, spelling, and punctuation.

Demonstrated experience in establishing and maintaining effective working and reporting relationships with a wide variety of people, departments, businesses and associations.

Demonstrated work experience showing responsibility for tracking, managing, and maintaining confidentiality of financial, personal and academic records.

Ability to multi-task, work in a fast-paced environment, and meet deadlines with frequent interruptions.

Ability to operate office equipment : 10 key calculator, copy machines, printers, PC computers, and facsimile machine.

Ability to proofread numerical and alpha characters with keen attention to detail.

Demonstrated strong data-entry skills.

SPECIAL CONDITIONS

Overtime may be required during quarterly peak enrollment.

Must be willing to work alternating Saturdays (one to three Saturdays per month).

No vacation time approved during peak periods each quarter.

Must be willing to work altered work schedule as required that will be between the hours of 7 : 00am - 6 : 30pm.

Must be willing to work fully on-site at the main campus (La Jolla), University City Center, or Mission Valley Center. The primary work location for this position will be at the Division of Extended Studies, 8980 Villa La Jolla Drive although it may be required to work at other locations as needed.

Background and / or finger-printing checks required due to handling of money.

This position meets the requirements for a mandated reporter under CANRA.

Pay Transparency Act

Annual Full Pay Range : $33,900 - $75,335 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent : $16.24 - $36.08

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit : https : / / policy.ucop.edu / doc / 1001004 / Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

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