Details

Posted: 05-Jul-23

Location: Irvine, California

Type: Full-time

Salary: Open

Categories:

Academic/Faculty
Business/Finance

Internal Number: 4336274

University of California Irvine
Graduate Student Coordinator/Administrative Specialist
Updated: Jun 14, 2023
Location: Irvine-Campus
Job Type:
Department: Physiology & Biophysics

Job Opening ID: 54824
Reports To: Chief Administrative Officer (CAO)
Working Title: Graduate Student Coordinator/Administrative Specialist
Department: Physiology & Biophysics
Bargaining Unit: CX
FLSA: Non-Exempt
Payroll Job Code: 004722
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
Position Summary:
The UC Irvine School of Medicine Department of Physiology & Biophysics is dedicated to conducting innovative, cutting-edge research, engaging in high-level service and providing excellent educational opportunities and mentoring to students, postdoctoral fellows and residents in the discipline of physiology and biophysics.
The incumbent, under the general direction of the Chief Administrative Officer (CAO), serves as an integral part of the administrative team in the Department of Physiology and Biophysics providing critical support to the graduate student program working closely with the department faculty graduate advisor and Associate Director of Graduate Students. Provide support to graduate students on academic matters, graduate admission processes, and course requirements. Oversee the daily administration of graduate programs, including coordinating schedules, managing enrollment, and evaluations and tracking student progress (advancement and dissertation) Work with the CMB, INP, MSTP and other school programs to obtain the new student list, complete the transfer agreement and change of major. Work closely with the School of Medicine Graduate Studies Division and participate with the DIRECT admits completion. Responsible for onboarding new graduate students in the department. Work closely with the financial officer obtaining funding sources and the department's academic personnel for Visa processing. Monitors student attendance and IDP. Maintain student records and produce reports on program metrics and student outcomes. Ensure program compliance with university policies and regulations, as well as with external accrediting bodies. Assist faculty members in curriculum development, program improvement, and assessment processes. Act as a liaison between the graduate program and other departments within the university, as well as with UCI Graduate Division and SOM Graduate Studies. Event planning, organizing department seminars, workshops, and other department events including venue and conference room reservations and zoom meeting coordination. Facilitate professional development opportunities for graduate students, including workshops, and networking events. Maintain relationships with program alumni, creating opportunities for networking, mentorship, and potential job placements for current students. Provide administrative assistance and support to the department Chair, CAO, and administrative functions. Assist in the preparation of the State of the Department (SOU) report, update and maintain the department website, assistance with meeting agendas and compiling faculty kudos in preparation for Basic Science Chair meetings. Provide support for other administrative projects and tasks as assigned. Ensure timely update of department listserv e- mail addresses and generates e-mail groups as requested. Responsible for department conference room calendaring and management. Organize department seminars and conferences, catering coordination, and recharge billing. Assist with staff engagement events, department events, and retreats. Under the direction of the CAO, distributes departmental email announcements and notifications. Coordinate the hiring and onboarding of work-study students and volunteers. Serve as back-up to other administrative staff during absences and/ or high work volume demands, e.g. general ledger reconciliation, purchasing, and reimbursement.
Total Compensation:
In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits .
$26.14 - $37.46 (Hourly Rate)
Required:
Bachelor's degree or equivalent work experience
Bachelor's degree or equivalent work experience Minimum of 1 to 3 years of relevant work experience Excellent organizational skills to meet deadlines on a variety of projects. Analyze, interpret and complete assignments on time. Excellent oral and written communication skills. Excellent interpersonal skills with the ability to interact with faculty, staff, students, and the general public Ability to establish and maintain effective working relationships with faculty, staff, peers, other UCI departments or divisions, and the general public. Knowledge of Microsoft Word, Excel, Outlook, and PowerPoint Demonstrated ability to utilize available resources
Preferred:
Working knowledge of UC purchasing and reimbursement systems and policies and procedures.
Conditions of Employment:
The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
  
• Legal Right to work in the United States
  
• Vaccination Policies
  
• Smoking and Tobacco Policy
  
• Drug Free Environment
  

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
  
• E-Verify
  
• Pre-Placement Health Evaluation
  

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php
Closing Statement:
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 categories covered by the UC nondiscrimination policy .
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu .
Job Opening ID: 54824Reports To: Chief Administrative Officer (CAO)Working Title: Graduate Student Coordinator/Administrative SpecialistDepartment: Physiology & BiophysicsBargaining Unit: CXFLSA: Non-ExemptPayroll Job Code: 004722Job Location: UCI Campus- IrvinePercent of Time: 100%Work Schedule: 8-5, M-FEmployee Class: Career Position Summary: The UC Irvine School of Medicine Department of Physiology & Biophysics is dedicated to conducting innovative, cutting-edge research, engaging in high-level service and providing excellent educational opportunities and mentoring to students, postdoctoral fellows and residents in the discipline of physiology and biophysics. The incumbent, under the general direction of the Chief Administrative Officer (CAO), serves as an integral part of the administrative team in the Department of Physiology and Biophysics providing critical support to the graduate student program working closely with the department faculty graduate advisor and Associate Director of Graduate Students. Provide support to graduate students on academic matters, graduate admission processes, and course requirements. Oversee the daily administration of graduate programs, including coordinating schedules, managing enrollment, and evaluations and tracking student progress (advancement and dissertation) Work with the CMB, INP, MSTP and other school programs to obtain the new student list, complete the transfer agreement and change of major. Work closely with the School of Medicine Graduate Studies Division and participate with the DIRECT admits completion. Responsible for onboarding new graduate students in the department. Work closely with the financial officer obtaining funding sources and the department's academic personnel for Visa processing. Monitors student attendance and IDP. Maintain student records and produce reports on program metrics and student outcomes. Ensure program compliance with university policies and regulations, as well as with external accrediting bodies. Assist faculty members in curriculum development, program improvement, and assessment processes. Act as a liaison between the graduate program and other departments within the university, as well as with UCI Graduate Division and SOM Graduate Studies. Event planning, organizing department seminars, workshops, and other department events including venue and conference room reservations and zoom meeting coordination. Facilitate professional development opportunities for graduate students, including workshops, and networking events. Maintain relationships with program alumni, creating opportunities for networking, mentorship, and potential job placements for current students. Provide administrative assistance and support to the department Chair, CAO, and administrative functions. Assist in the preparation of the State of the Department (SOU) report, update and maintain the department website, assistance with meeting agendas and compiling faculty kudos in preparation for Basic Science Chair meetings. Provide support for other administrative projects and tasks as assigned. Ensure timely update of department listserv e- mail addresses and generates e-mail groups as requested. Responsible for department conference room calendaring and management. Organize department seminars and conferences, catering coordination, and recharge billing. Assist with staff engagement events, department events, and retreats. Under the direction of the CAO, distributes departmental email announcements and notifications. Coordinate the hiring and onboarding of work-study students and volunteers. Serve as back-up to other administrative staff during absences and/ or high work volume demands, e.g. general ledger reconciliation, purchasing, and reimbursement. Total Compensation:
In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits . $26.14 - $37.46 (Hourly Rate) Required: Bachelor's degree or equivalent work experienceBachelor's degree or equivalent work experience Minimum of 1 to 3 years of relevant work experience Excellent organizational skills to meet deadlines on a variety of projects. Analyze, interpret and complete assignments on time. Excellent oral and written communication skills. Excellent interpersonal skills with the ability to interact with faculty, staff, students, and the general public Ability to establish and maintain effective working relationships with faculty, staff, peers, other UCI departments or divisions, and the general public. Knowledge of Microsoft Word, Excel, Outlook, and PowerPoint Demonstrated ability to utilize available resources Preferred: Working knowledge of UC purchasing and reimbursement systems and policies and procedures.
Conditions of Employment:
The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:Background Check and Live ScanLegal Right to work in the United StatesVaccination PoliciesSmoking and Tobacco PolicyDrug Free EnvironmentThe following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.California Child Abuse and Neglect Reporting ActE-VerifyPre-Placement Health EvaluationDetails of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php
Closing Statement:
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 categories covered by the UC nondiscrimination policy .
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu .
To apply, visit https://careersucirvine.ttcportals.com/jobs/12919239-graduate-student-coordinator-slash-administrative-specialist
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