Academic Programs Coordinator

University of California, Irvine•Irvine, CA

15h•Onsite

About The Position

UC Irvine is a prestigious public university known for its academic achievement and research. The Department of Computer Science within the Donald Bren School of Information and Computer Sciences (ICS) offers world-class research and educational programs. The Academic Programs Coordinator will manage financial support for graduate students, provide administrative support for graduate programs and admissions, and process undergraduate student employment requests. This role requires strong organizational and analytical skills, advanced proficiency in Microsoft Excel, and the ability to manage significant responsibilities professionally while fostering positive interactions. The position involves ensuring department funding commitments are met, collaborating on annual funding plans, hiring approximately 300 Academic Student Employees (ASEs) annually, processing payments for fee remissions and fellowship stipends, resolving student support issues, and maintaining departmental records. The ASE selection process includes reviewing applications, assessing eligibility, and completing paperwork within deadlines. The role also requires coordinating with various internal and external units, tracking graduate student funding, advising on funding-related issues, providing administrative support for graduate admissions (including using Slate), assisting with graduate student events, moderating mailing lists, updating the campus directory, reviewing childcare reimbursement requests, and participating in special projects. Continuous learning of university policies and procedures is expected.

Requirements

Knowledge of Academic Student Employee (ASE) classifications, hiring processes, and applicable labor agreements (i.e., union contracts).
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.
Ability to exercise sound judgment and maintain confidentiality when handling sensitive information, such as information covered under the Family Educational Rights and Privacy Act (FERPA).
Bachelor's degree in related area and / or equivalent experience / training.
3-5 years of relevant work experience.
Must be able to provide proof of work authorization.

Nice To Haves

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.

Responsibilities

Manage financial support for graduate students.
Provide administrative support for graduate programs and graduate admissions.
Process undergraduate student employment requests.
Ensure department funding commitments are met.
Collaborate with faculty and financial analysts to build annual funding plans.
Select and hire approximately 300 Academic Student Employees (ASEs) annually.
Process payment of fee remissions and fellowship stipends.
Identify student support issues and bring them to resolution.
Support department leadership in matters related to degree programs and student funding.
Maintain departmental records.
Review applications, assess eligibility against experience and skills required for each TA position, funding availability, and projected course enrollments to determine ASE appointments and complete required paperwork.
Work with faculty for the writing of exceptional case justifications for students who do not meet campus employment requirements.
Follow up with students who have not completed employment requirements.
Coordinate and collaborate with internal and external units as needed, including CS Vice Chairs, ICS Student Affairs and Payroll, Test of Oral English Proficiency (TOEP) administration, Summer Session, and the Graduate Division.
Coordinate, collect, and track the use and distribution of graduate student funding from multiple sources.
Analyze, advise, and assist in resolving issues related to graduate student funding (i.e., employment and fellowships).
Provide administrative support for graduate admissions, including attending graduate admissions committee meetings and processing admissions in Slate.
Assist with the planning and organization of graduate student events, including the preparation and distribution of student information packets.
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 back up support as needed.
Maintain current knowledge of university policies, procedures, and systems.
Stay up to date with relevant training, workshops, and professional development opportunities.