Senior Academic Graduate Coordinator / Graduate Coordinator

University of California, Irvine•Irvine, CA

53d•Onsite

About The Position

The Department of Materials Science and Engineering (MSE) is actively recruiting for an Academic Graduate Coordinator, one position, which will be hired at one of two classifications: Academic Graduate Coordinator or Senior Academic Graduate Coordinator, depending on the finalist's skills, knowledge, and experience. The Senior Academic Graduate Coordinator reports to the Chief Administrative Officer (CAO) and independently manages student services at the department level. This role involves general oversight and implementation of all academic, administrative, and co-curricular aspects of program management, student affairs, and content delivery for MSE programs. The Senior Academic Graduate Coordinator advises students on academic issues, leads policy implementation, and collaborates closely with faculty, staff, and school/campus personnel. They also advise faculty, manage the graduate student experience from orientation to graduation, administer student program funds, develop social media goals, and recommend policy changes. The Academic Graduate Coordinator serves as a student services professional and the primary contact for graduate student matters, providing analytical administrative support for graduate degree programs, including recruitment, admissions, orientation, and advising. This role involves advising current students on academic progress and university requirements, overseeing recruitment, advising prospective students on admissions, financial support, and housing, and ensuring the integrity of the graduate program. They are also responsible for coordinating department seminars, supervising accreditation review processes (internal, ABET, WASC), supporting social media goals, and assisting with commencement. Both classifications involve participation in special projects and other assigned duties.

Requirements

Experience working with Graduate Database, SLATE and fellowship systems
Working experience with foreign
Understanding of University rules and regulations
Ability to positively and constructively communicate and interact with others at work (INTERPERSONAL COMMUNICATION)
Ability to maintain confidentiality and use discretion in handling position responsibilities (CONFIDENTIALITY)
Ability to organize, track, and report on job tasks readily; maintain proper files and reports on all job functions (ORGANIZATIONAL SKILLS)
Proficient command of written English; writing, editing, and proofreading skills and the ability to compose letters, memoranda, and other documents using word-processing, spreadsheet, and database software (WRITTEN COMMUNICATION)
Willingness to take initiative in learning new business systems and needed business skills (TECHNICAL SKILLS)
Experience with providing financial account projections, analysis and reports
Working knowledge of computer software and online programs including Microsoft Office (Word, Excel, PowerPoint, Outlook)
Working knowledge of Adobe Acrobat, Firefox, Date Warehouse
Experience working with Engineering Student Database
Working experience with student admissions process and programs using admissions platforms
Working experience with the accreditation review process
Working experience providing support to student support through a wide range of topics, ranging from the admissions process, tuition, tutoring, academic support and resources available, leaves, university guidelines and policies
Working knowledge of FERPA guidelines
Experience in content generation, copy writing and editing for print, web design, and/or social media
Knowledge of University-specific computer application programs and pertinent databases
Knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences
Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance
Basic knowledge of student immigration and visa processes pertaining to international students and scholars
Ability in problem identification and reasoning; ability to develop original ideas to solve problems
Skills in service orientation, organization, active listening, and critical thinking
Knowledge of University processes and procedures
Knowledge of advising and counseling techniques
Bachelor's degree in related area and / or equivalent experience / training
4-6 years Student advising experience at a MS and or PhD program level

Nice To Haves

Working experience with a wide range of student funding sources and methods

Responsibilities

Manage student services at the department level (Senior Academic Graduate Coordinator)
Provide general oversight and implementation of all academic, administrative and co-curricular aspects of program management, student affairs, and delivery of content and services for the MSE programs (Senior Academic Graduate Coordinator)
Advise students and resolve student services-related issues on the full range of academic issues inherent within the department (Senior Academic Graduate Coordinator)
Lead in the implementation of program policies and procedures (Senior Academic Graduate Coordinator)
Be accessible to and engaged closely with students (Senior Academic Graduate Coordinator)
Work very collaboratively with department faculty and staff, and school and campus staff (Senior Academic Graduate Coordinator)
Advise faculty and program constituents on a variety of student issues (Senior Academic Graduate Coordinator)
Provide guidance on issues requiring in-depth knowledge of specialized programs (Senior Academic Graduate Coordinator)
Manage the MSE graduate student experience from orientation through graduation while providing substantive advising and support (Senior Academic Graduate Coordinator)
Administer funds for student programs (Senior Academic Graduate Coordinator)
Develop and administer social media goals of the department in collaboration with leadership (Senior Academic Graduate Coordinator)
Work with the MSE management to recommend changes to policies, practices, and procedures (Senior Academic Graduate Coordinator)
Serve and participate in special projects and or other duties as assigned (Both classifications)
Provide analytical administrative support for graduate degree programs including graduate student recruitment, admissions, orientation, and advising (Academic Graduate Coordinator)
Advise current graduate students on issues related to academic progress and university requirements (Academic Graduate Coordinator)
Implement and oversee all aspects of the student recruitment process (Academic Graduate Coordinator)
Advise prospective students on admissions-related issues such as admissions policies, financial support and fellowship opportunities, and campus housing options (Academic Graduate Coordinator)
Interact with faculty, staff, and graduate students to ensure the integrity of the department's graduate program (Academic Graduate Coordinator)
Coordinate the organization of the department seminars (Academic Graduate Coordinator)
Supervise department accreditation review processes including internal reviews and ABET, and WASC accreditation for all programs (Academic Graduate Coordinator)
Support the social media goals of the department with leadership (Academic Graduate Coordinator)
Assist with commencement (Academic Graduate Coordinator)