Graduate Student Coordinator and Administrative Specialist - Hybrid

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The mission of the Department of Microbiology & Molecular Genetics is to promote biomedical discoveries and translational medicine through excellence in research, education, and community service. The Department of Microbiology & Molecular Genetics at UCI School of Medicine is at the forefront of the new and exciting discoveries being made in modern microbiology and molecular genetics. We are a vibrant community of scientific investigators actively engaged in innovative research, discovery, training and teaching in microbiology and molecular genetics. We provide faculty research, training programs for undergraduate and graduate students and outreach functions as part of the mission of UC Irvine's School of Medicine.

The incumbent, under the general direction of the Chief Administrative Officer (CAO), is an integral part of a dynamic administrative team supporting two departments: Anatomy and Neurobiology and Microbiology and Molecular Genetics. The position provides critical support to the graduate student programs, working closely with the Graduate Student Advisors and department faculty thesis advisors. The responsibilities include supporting graduate students on academic matters, graduate admission processes, and course requirements while overseeing the daily administration of the graduate programs, including managing enrollment, updating course offerings, mediating classroom reservations, coordinating teaching evaluations, and tracking student progress (advancement and dissertation).

The incumbent works with the CMB, INP, MSTP, and other school Ph.D. programs to coordinate the transfer of students, as well as with the School of Medicine (SOM) Graduate Studies Division and the department Graduate Student Advisors on Direct Admit files. They are responsible for employee onboarding of new graduate students in the departments and work closely with academic personnel for Visa processing, as well as validating data for the quarterly Work Notice of Appointments issued by SOM Graduate Studies. Their responsibilities also include maintaining student records, producing reports on program metrics and student outcomes, and ensuring program compliance with university policies and regulations.

The incumbent assists faculty members in curriculum development, program improvement, and assessment processes. Event planning, organizing department seminars, workshops, and other department events including venue and conference room reservations, Zoom meeting coordination, and travel arrangements and reimbursements are also required. In addition, the incumbent provides administrative support to the Microbiology and Molecular Genetics department Chair, CAO, and department. The position coordinates updates to the department website and maintains the department calendar, assists with meeting agendas, coordinates travel and schedules for faculty recruitments, and provides support for other administrative projects and tasks as assigned, such as conference room calendaring and space utilization management.

Required:

• Knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
• Excellent oral and written communication skills.
• Excellent interpersonal skills with the ability to interact with faculty, staff, students, and the general public
• Excellent organizational skills to meet deadlines on a variety of projects.
• Ability to work under supervision, independently, and in a team environment to complete assigned tasks
• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years relevant work experience

Preferred:

• Working knowledge of UCI graduate programs and associated electronic systems.
• Working knowledge of UCI purchasing and financial systems, such as KFS and UCIBuy, and policies and procedures.

Special Conditions:

• Hybrid schedule (2-3 days/week in office and remainder at home)
• Required to participate in SOM, A&N, and MMG Grad Days
• Required to participate in SOM graduation which may fall on a weekend or evening

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.

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
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

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

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.