Graduate Student Coordinator and Administrative Specialist - Hybrid

UCI Health • Irvine, CA

350d • Hybrid

About The Position

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 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.

Requirements

• 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

Nice To Haves

• 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

Responsibilities

• Supporting graduate students on academic matters, graduate admission processes, and course requirements
• 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)
• Working 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
• 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
• Maintaining student records, producing reports on program metrics and student outcomes, and ensuring program compliance with university policies and regulations
• Assisting 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
• Providing administrative support to the Microbiology and Molecular Genetics department Chair, CAO, and department
• Coordinating updates to the department website and maintaining the department calendar, assisting with meeting agendas, coordinating travel and schedules for faculty recruitments, and providing support for other administrative projects and tasks as assigned

Benefits

• Medical insurance
• Sick and vacation time
• Retirement savings plans
• Access to a number of discounts and perks

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Hospitals
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees