Undergraduate Program Coordinator

University of California, Irvine•Irvine, CA

12h•Onsite

About The Position

The Department of Physics and Astronomy at UC Irvine is seeking an Undergraduate Program Coordinator. This role involves drafting the department's course and event schedules, managing student enrollment, overseeing the Student Affairs front desk, and assisting with department events and website maintenance. The position requires consultation with department management to ensure schedules meet student needs and comply with campus policies. It also involves advising undergraduate students on enrollment matters and supporting the operations of the front desk, including supervising student workers.

Requirements

Bachelor's degree in related area and / or equivalent experience / training
A minimum of 1 year of experience in Higher Education
Interpersonal skills to work with department senior management, faculty, and students.
Ability in problem identification, reasoning, analysis to identify trends.
Ability to find solutions to conflicting situations.
Must be able to provide proof of work authorization

Nice To Haves

Knowledge of common University-specific computer application programs.
Knowledge of department, organization, and University policies, procedures, and directives.
Knowledge of department and school / college general and major course requirements.

Responsibilities

Drafts schedule of courses to be offered each term based upon a provided course listing, enrollment trends, and faculty availability.
Sets up enrollment limits, seat reservations, and other course restrictions.
Works with other departments to set up cross-listed and room-shared courses.
Independently obtains classrooms for courses taking into account the requirements and restrictions of the campus scheduling office, past enrollment trends, instructor preferences, equipment and facility needs, department and campus needs.
Provides information to faculty and visiting instructors about scheduling procedures and practices and enrollment needs.
Prepares and submits course approval forms to the Committee on Courses of the Academic Senate when the department proposes additions, changes, or withdrawals of courses.
Advises undergraduate students taking Physics and Astronomy courses on enrollment matters and provides department management with data and statistics on enrollment trends.
Manages student enrollment for efficient use of classroom space and resources, and ensures students are enrolled based upon established priorities.
Administer, coordinate, analyze, and report on quarterly evaluations.
Responsible for Student Affairs front desk operations and coverage, including assisting with the recruitment, supervision, performance management, and development of departmental undergraduate assistants.
Assist with the full cycle of planning and implementation of department events, seminars, and special programs as needed.
Manages all aspects of logistics such as scheduling appropriate meeting spaces, catering, securing supplies, managing RSVPs, maintaining/managing websites and promotional content, securing all necessary approvals, and processing all paperwork, invoices, and reimbursements.