Academic Programs Coordinator

The University of California, Irvine (UCI) seeks a skilled Administrative Assistant to support the Department of Computer Science (CS). Reporting to the Department Manager, the successful candidate will manage financial support for graduate students, process undergraduate student employment requests, and collaborate with faculty and financial analysts to build annual funding plans.

About the role

• Manage financial support for graduate students
• Provide administrative support for graduate programs and admissions
• Process undergraduate student employment requests
• Collaborate with faculty and financial analysts to build annual funding plans
• Select and hire approximately 300 Academic Student Employees (ASEs) annually
• Ensure department funding commitments are met
• Identify and resolve student support issues
• Support department leadership in matters related to degree programs and student funding
• Maintain departmental records
• Follow up with students who have not completed employment requirements
• Coordinate and collaborate with internal and external units as needed
• Coordinate, collect, and track the use and distribution of graduate student funding from multiple sources
• Analyze and assist in resolving issues related to graduate student funding
• Provide administrative support for graduate admissions
• Assist with the planning and organization of graduate student events
• Moderate graduate student mailing lists and update campus directory
• Review childcare reimbursement requests for eligibility and route for approval
• Participate in special projects and provide backup support as needed

Responsibilities

• Independently manage financial support for graduate students
• Provide administrative support for graduate programs and admissions
• Process undergraduate student employment requests
• Collaborate with faculty and financial analysts to build annual funding plans
• Select and hire approximately 300 Academic Student Employees (ASEs) annually
• Ensure department funding commitments are met
• Identify and resolve student support issues
• Support department leadership in matters related to degree programs and student funding
• Maintain departmental records
• Follow up with students who have not completed employment requirements
• Coordinate and collaborate with internal and external units as needed
• Coordinate, collect, and track the use and distribution of graduate student funding from multiple sources
• Analyze and assist in resolving issues related to graduate student funding
• Provide administrative support for graduate admissions
• Assist with the planning and organization of graduate student events
• Moderate graduate student mailing lists and update campus directory
• Review childcare reimbursement requests for eligibility and route for approval
• Participate in special projects and provide backup support as needed

Requirements

• Knowledge of Academic Student Employee (ASE) classifications, hiring processes, and applicable labor agreements
• Knowledge of graduate academic program structures, policies, and procedures within a university setting
• Knowledge of graduate student funding mechanisms, including fellowships, grants, and employment-based support
• Knowledge of university payroll processes and financial recordkeeping practices
• Ability to independently assess priorities and prioritize assignments in order to meet multiple deadlines and complete projects in an environment of heavy workload, competing objectives, and frequent interruptions
• Demonstrated ability to work as part of a team and to develop and maintain effective working relationships with faculty, staff, campus administrators, students, and professionals throughout and outside of the University
• Extensive working knowledge of personal computers, and proficiency utilizing standard software programs (e.g., Microsoft 365 products, Google Workspace products, Adobe Acrobat, DocuSign)
• Intermediate to advanced Excel knowledge, including formulas and pivot tables, and the ability to create custom and complex reports
• Demonstrated ability to analyze information, problems, complex policies and procedures to define the problem or objective, identify relevant concerns or factors; formulate logical and objective conclusions and advise on appropriate courses of action
• Knowledge of basic math and accounting principles
• Ability to gather, monitor, and interpret statistical data
• Strong written and verbal communication skills for effective interaction with faculty, staff, students, and external units
• Exercise sound judgment and maintain confidentiality when handling sensitive information, such as information covered under the Family Educational Rights and Privacy Act (FERPA)

Preferred

• Knowledge of UC Irvine systems, policies and procedures, including those of the Graduate Division, Academic Personnel, Summer Session, and Test of Oral English Proficiency (TOEP)
• Event planning and coordination skills, including experience organizing orientations, recruitment events, or student activities
• Ability to assist in special projects and contribute to the continuous improvement of departmental processes and workflows

Required qualifications include:

• Knowledge of Academic Student Employee (ASE) classifications, hiring processes, and applicable labor agreements
• Knowledge of graduate academic program structures, policies, and procedures within a university setting
• Knowledge of graduate student funding mechanisms, including fellowships, grants, and employment-based support
• Knowledge of university payroll processes and financial recordkeeping practices
• Ability to independently assess priorities and prioritize assignments in order to meet multiple deadlines and complete projects in an environment of heavy workload, competing objectives, and frequent interruptions
• Demonstrated ability to work as part of a team and to develop and maintain effective working relationships with faculty, staff, campus administrators, students, and professionals throughout and outside of the University
• Extensive working knowledge of personal computers, and proficiency utilizing standard software programs (e.g., Microsoft 365 products, Google Workspace products, Adobe Acrobat, DocuSign)
• Intermediate to advanced Excel knowledge, including formulas and pivot tables, and the ability to create custom and complex reports
• Demonstrated ability to analyze information, problems, complex policies and procedures to define the problem or objective, identify relevant concerns or factors; formulate logical and objective conclusions and advise on appropriate courses of action
• Knowledge of basic math and accounting principles
• Ability to gather, monitor, and interpret statistical data
• Strong written and verbal communication skills for effective interaction with faculty, staff, students, and external units
• Exercise sound judgment and maintain confidentiality when handling sensitive information, such as information covered under the Family Educational Rights and Privacy Act (FERPA)

Preferred qualifications include:

• Knowledge of UC Irvine systems, policies and procedures, including those of the Graduate Division, Academic Personnel, Summer Session, and Test of Oral English Proficiency (TOEP)
• Event planning and coordination skills, including experience organizing orientations, recruitment events, or student activities
• Ability to assist in special projects and contribute to the continuous improvement of departmental processes and workflows

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

Equal Opportunity Employer: The University of California 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.