Fall Planning Assistant Job Description

Under the supervision of the college programs coordinator (CPC) and assistant college programs coordinator (ACPC), the Fall Planning Assistant (FPA) helps plan and implement Welcome Week, Summer Orientation, and other activities to welcome new students to College Nine, College Ten, and UCSC. The FPA is the primary lead for the College Guide (CG) team, participates in CG recruitment and hiring in the spring, and helps plan all aspects of CG training. The FPA works 20-40 hours per week during the summer with up to 40 hours during student staff training and Welcome Week in the fall. Previous student leadership experience is strongly preferred.

The UC Sexual Violence and Sexual Harassment (SVSH)Policy requires all employees to inform Title IX of any report of sexual harassment or sexual violence they receive from anyone affiliated with the University.

Please refer to the online job description from the Career Center's Employee Request System for more details. Search for ER# 4273 under non work-study.


Examples of Duties

Welcome Week and Summer Orientation Programs

- Assist with development and implementation of Fall Welcome Week programs.

- Lead CG team and help plan and coordinate welcome week activities for new students.

- Produce related publications, flyers, banners, posters, and other materials as directed.

- As assigned, assume primary leadership role in on-site management of Welcome Week events and activities including policy enforcement and assuring all tasks from set up to clean up are completed.

- Act as lead for campus summer orientation programs: coordinate logistics, produce materials, and training summer CGs as needed.

- Work collaboratively with student life staff, other staff, and students.

- Participate in student leader training in the fall.

College Guide Training

- Participate in CG recruitment, hiring, and training.

- Produce outreach and publicity materials for CG recruitment and hiring processes.

- Create and maintain CG database, draft correspondence, and respond to CG inquiries.

- Help coordinate all aspects of CG training, develop training schedule, and produce related materials.

- Plan and lead CG training sessions as assigned.

- Plan post-Welcome Week CG debrief meeting.

Other Administrative Responsibilities

- General office tasks: copying, posting, running errands, distributing tickets, answering phones, responding to inquiries, and other duties as assigned.



The FPA position is classified at the SA III rate. Selected applicants will receive hourly compensation based on the SAIII rate (2018: $13.50/hour). For more information, please check this job posting at the Career Center website.


Employment Period

The employment period begins in Spring Quarter and continues through summer, Fall & Winter & Spring Quarter. The FPA appointment is for one year only. Re-appointment is not automatic. Employment is contingent on student’s academic and judicial standing.


Important Dates for FPAs (dates subject to change)

  • College Guide Group Interviews - April, TBD
  • Spring Trainings - TBD
  • College Nine and College Ten Commencements, June 14, 2020 - this is the Sunday after the end of finals.
  • Summer Orientation - TBD, late July/early August
  • Fall Training - TBD, Early September, before New Student Move-In


Academic Requirements

- Must be a UCSC student with a minimum of one (1) quarter of experience.

- Must remain in good academic standing throughout the period of employment.

- Must maintain a full academic course load during the employment period.

- May not enroll in more than 17 units per quarter.


Judicial Standing

- Must be in good judicial standing and not have any outstanding judicial issues.

- Must maintain good judicial standing through the entire employment period.


Other Employment and Activities

FPA visibility and participation in the College Nine and College Ten community is an important part of the FPA role. Outside activities should not exceed 10 hours per week without prior approval from the College Programs Coordinator (CPC).

FPAs may not hold any major leadership roles in campus organizations, assistantships, internships or part-time jobs without prior approval from the CPC.


Administrative Information

FPAs must be accessible by phone and email. Voicemail and emails need to be checked on a daily basis.



Selection Criteria

Skills, Knowledge and Required Abilities

- Must be a College Nine or College Ten student with a minimum of one quarter at UCSC and be in good academic and judicial standing.

- Must have experience in student leadership.

- Must be familiar with and able to support the College Nine and College Ten themes.

- Must be able to work with and support the varying needs of new students and the general college community.

- Ability to work independently and with team members, volunteers, and other staff to complete tasks and meet deadlines.

- Ability to interact and communicate effectively with small and large groups

- Ability to follow written and verbal instructions, work with frequent interruptions, complete tasks and meet deadlines.

- Ability to use Macintosh computers and software to produce documents, flyers, publications, and other materials.

- Must be organized, detail oriented, and have the ability to follow guidelines and policies


Skills, Knowledge and Preferred Abilities

- Experience as a college orientation leader.

- Experience planning orientation or welcome programs.

- Experience with Adobe Creative Suites.

- Experience in an office setting.


Leadership Expectations

- Positive role models

- Team players and leaders

- Willing to grow and learn from experiences

- Respectful of other people’s perspectives

- Respectful of other people’s race, culture, religion, national origin, gender, experience, age, sexual orientation, ability, political choice and individuality

- Effective communication and listening skills

- Engaged with the themes of College Nine and College Ten

- Dependable

- Flexible

- Motivated