Student Assistant - Administrative Support

Theuniversityunion; Sacramento (CA); On-site; USD 25,000 - 47,000; Part time

Job summary

Caltrans is seeking four student assistants to work under supervision in a learning capacity. The positions focus on administrative support, financial processing, and office operations within Headquarters and Sacramento Legal Offices.

These part-time, off-campus roles are non-benefited and require enrollment as college students, with a focus on developing skills in a professional public sector environment in California.

Qualifications

• Must maintain a minimum cumulative 2.0 GPA.
• Must be enrolled as a college student with applicable unit requirements.

Responsibilities

• Input and maintain information in databases and spreadsheets; assist with accounting tasks.
• Track incoming invoices; ensure proper logging and timelines.
• Coordinate with the contract manager to verify invoice details.
• Prepare and send invoices for payment following established procedures.
• Assist with file handling, document preparation and event planning.

Skills

Organizational skills

Communication

Teamwork

Adaptability

Education

High school diploma

Tools

Microsoft Office

Job description

• Base Pay $18.27 - $33.52 / Hour
• Job Category Part-time, Off-campus, Caltrans
• Employee Type Student Assistant
• Required Degree High school
• Manage Others No

Description

The California Department of Transportation (Caltrans) is seeking to hire four (4) student assistants, in a learning capacity, to work under the close supervision of the Manager II. In a learning capacity, the Student Assistant supports a variety of administrative and operational functions for the Headquarters and Sacramento Legal Offices. This role also offers hands‑on experience in a professional public sector environment, building skills in administrative support, financial processing, and office operations.

Requirements

Conditions of Employment

This is a part‑time, temporary, non‑benefited, student position. Employment in all positions with University Enterprises, Inc. is dependent upon the mutual consent of University Enterprises, Inc. and the employee. This means that either University Enterprises, Inc. or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Depending on the type of position you are applying for, a pre‑employment background check consisting of one or more of the following may be conducted: employment history, professional references, criminal check: educational verification (degree, license, or official transcript) or DMV clearance. Applicants will be required to pass required pre‑employment checks to the satisfaction of University Enterprises, Inc. (UEI) and the hiring Agency or Department.

UEI does not allow students to hold more than one UEI Job at a time, or work in more than one account per pay period. UEI employees who are considering leaving their current UEI Student assistant position for a different UEI student assistant position should inform their supervisor in writing and provide at least a week’s notice.

UEI is not a multi‑state employer. UEI only employs candidates who live and work in the state of California. If selected for the position you must reside in California and all work must be performed in the state of California throughout the course of employment.

Prerequisites

Must be a college student attending classes during the regular term (Fall, Spring and Winter, if applicable), at one of the accredited colleges or universities on our affiliation list.
please paste the followingURLinto your browser: http://www.calinterns.org/wp-content/uploads/Affiliation_List.pdf
Students must be enrolled in at least six-semester units or nine quarter units for undergraduate students; four-semester units or six quarter units for graduate students.
Students declared major must match the major(s) listed in the job posting.

Majors/Fields of Study

Law, Business Administration, or Communications.

Work Schedule

F lexible workdays and work hours, Monday – Friday, between 8 AM – 5 PM. The final work schedule will be determined by the supervisor.

Additional Work Schedule

Student Assistant and Graduate Assistant employees generally work up to 24 hours per workweek (Sunday – Saturday) during the academic year and up to 40 hours per workweek during breaks; (winter, spring, summer).

Compensation

$18.27 – $33.52 per hour.

Minimum Qualifications

• Must maintain a minimum cumulative 2.0GPA.
• Must complete each term with minimum unit requirements for Undergraduate and Graduate student classifications. Proof will be collected at the end of each Spring and Fall term.

Preferred Qualifications

• Under the amendment to Government Code Section 18220, state agencies shall give preference to a qualified applicant (up to 26 years of age) who is, or has been, a dependent child in foster care, a homeless youth, a formerly incarcerated youth, or a victim of human trafficking.
• Ability to organize files.
• Must have the ability to initiate communication when necessary and communicate effectively.
• Must have the ability to cooperate with other teammembers.
• MusthavethecapabilitytoworkwithcomputersandMicrosoftOffice.
• Mustbe able to adapt to changes in priority situations.

Duties and Responsibilities

• In a learning capacity, the Student Assistant will input and maintain information in databases, spreadsheets, or Legal Case Management (LCM) system. Perform basic accounting and analytical tasks.
• In a learning capacity, the Student Assistant will track incoming invoices, ensuring each is properly logged and monitored. Date stamp all received invoices to document arrival and processing timelines.
• Coordinate with the contract manager to verify invoice details and resolve discrepancies.
• Prepare and send invoices for payment, following established procedures.
• In a learning capacity, the Student Assistant will assist in downloading/uploading files, copying/scanning documents, filing, mailing, preparing documents, and maintaining logs.
• In a learning capacity, the Student Assistant will assist with the planning and logistics of office events or meetings.
• Assist in keeping office clean and organized, including the mail/supply room, copy room, empty office/cubicle spaces, and break room.
• Assist other team members with administrative assignments and tasks as needed.

Physical Requirements

Sit for extended periods; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computer workstations, telephones, calculators, copiers, printers and scanners with or without a reasonable accommodation.

Working Conditions

Work is performed in an office environment.

Apply by: October 30, 2026

Summary

Caltrans manages more than 50,000 miles of California’s highway and freeway lanes, provides inter-city rail services, permits more than 400 public-use airports and special-use hospital heliports, and works with local agencies. Caltrans carries out its mission of providing a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability, with six primary programs: Aeronautics, Highway Transportation, Mass Transportation, Transportation Planning, Administration and the Equipment Service Center.

• Agency/Department Transportation, Dept of (Caltrans)