Academic Programs Coordinator

Who We Are Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu. With almost 60 full-time faculty members, 250+ PhD students and 200+ Masters students in three programs (professional MCS, MDS, & research-oriented MS), and more than 2,300+ undergraduates, the Department of Computer Science within the Donald Bren School of Information and Computer Sciences (ICS) provides a world-class research environment spanning not only the core areas of computer science — including computer architecture, system software, networking and distributed computing, data and information systems, the theory of computation, artificial intelligence, and computer graphics — but also highly interdisciplinary programs, such as biomedical informatics, data mining, security and privacy, and ubiquitous computing. The diverse research interests of our faculty are reflected directly in our educational programs. Computer Science faculty teach most of the undergraduate and graduate courses for the degree programs in both Computer Science and Information and Computer Science. We jointly offer with our colleagues in the Henry Samueli School of Engineering an undergraduate degree in Computer Science and Engineering, as well as the graduate program in Networked Systems. Our department collaborates with many other institutions in the United States and abroad, and its doors are always open to a multitude of visitors and collaborators from all corners of the globe. https://cs.ics.uci.edu/ Your Role on the Team Under the general direction of the Department Manager in the Department of Computer Science (CS) , incumbent independently manages financial support for graduate students, provides administrative support for the graduate programs and graduate admissions, and processes undergraduate student employment requests. To support departmental goals and objectives, the ideal candidate must demonstrate strong organizational, analytical, problem-solving abilities, along with advanced proficiency in Microsoft Excel, including custom reporting, pivot tables, and complex spreadsheet management. They should be capable of managing significant responsibilities with professionalism while fostering positive and respectful interactions with faculty, staff, and students. Expected pay range: $32.74 - $35.81/hr Incumbent is responsible for ensuring department funding commitments are met, collaborating with faculty and financial analysts to build annual funding plans, the selection and hiring of approximately 300 Academic Student Employees (ASEs) annually, payment of fee remissions and fellowship stipends, identifying student support issues and bringing them to resolution, supporting department leadership in matters related to degree programs and student funding, and maintenance of departmental records. The selection of ASEs requires reviewing applications, assessing eligibility against experience and skills required for each TA position, funding availability, and projected course enrollments to determine appointments and complete required paperwork for jobs offered within firm deadlines. It may also require working with faculty for the writing of exceptional case justifications for students who do not meet campus employment requirements. Incumbment is also responsible for following up with students who have not completed employment requirements. Coordinates and collaborates 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. Coordinates, collects, and tracks the use and distribution of graduate student funding from multiple sources. Analyzes, advises, and assists in resolving issues related to graduate student funding (i.e., employment and fellowships). Provides administrative support for graduate admissions, including attending graduate admissions committee meetings and processing admissions in Slate. Assists with the planning and organization of graduate student events, including the preparation and distribution of student information packets. Moderates graduate student mailing lists and updates campus directory. Reviews childcare reimbursement requests for eligibility and routes for approval. Participates in special projects and provides back up support as needed. Incumbent is expected to maintain current knowledge of university policies, procedures, and systems, and to stay up to date with relevant training, workshops, and professional development opportunities to continuously support the needs of the department and ensure compliance with campus requirements. What It Takes to be Successful Required: 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 years3-5 years of relevant work experience 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. Total Rewards In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits. The expected pay range for this recruitment is $$32.74- $$35.81 (Hourly). Conditions of Employment: The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following 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: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php Closing Statement: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected]. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization

Required: 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 years3-5 years of relevant work experience 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. Total Rewards In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits. The expected pay range for this recruitment is $$32.74- $$35.81 (Hourly). Conditions of Employment: The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following 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: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php Closing Statement: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected].

Under the general direction of the Department Manager in the Department of Computer Science (CS) , incumbent independently manages financial support for graduate students, provides administrative support for the graduate programs and graduate admissions, and processes undergraduate student employment requests. To support departmental goals and objectives, the ideal candidate must demonstrate strong organizational, analytical, problem-solving abilities, along with advanced proficiency in Microsoft Excel, including custom reporting, pivot tables, and complex spreadsheet management. They should be capable of managing significant responsibilities with professionalism while fostering positive and respectful interactions with faculty, staff, and students. Expected pay range: $32.74 - $35.81/hr Incumbent is responsible for ensuring department funding commitments are met, collaborating with faculty and financial analysts to build annual funding plans, the selection and hiring of approximately 300 Academic Student Employees (ASEs) annually, payment of fee remissions and fellowship stipends, identifying student support issues and bringing them to resolution, supporting department leadership in matters related to degree programs and student funding, and maintenance of departmental records. The selection of ASEs requires reviewing applications, assessing eligibility against experience and skills required for each TA position, funding availability, and projected course enrollments to determine appointments and complete required paperwork for jobs offered within firm deadlines. It may also require working with faculty for the writing of exceptional case justifications for students who do not meet campus employment requirements. Incumbment is also responsible for following up with students who have not completed employment requirements. Coordinates and collaborates 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. Coordinates, collects, and tracks the use and distribution of graduate student funding from multiple sources. Analyzes, advises, and assists in resolving issues related to graduate student funding (i.e., employment and fellowships). Provides administrative support for graduate admissions, including attending graduate admissions committee meetings and processing admissions in Slate. Assists with the planning and organization of graduate student events, including the preparation and distribution of student information packets. Moderates graduate student mailing lists and updates campus directory. Reviews childcare reimbursement requests for eligibility and routes for approval. Participates in special projects and provides back up support as needed. Incumbent is expected to maintain current knowledge of university policies, procedures, and systems, and to stay up to date with relevant training, workshops, and professional development opportunities to continuously support the needs of the department and ensure compliance with campus requirements.