Updated: May 30, 2024
Location: Irvine-Campus
Job Type:
Department: SOM-Graduate Studies

Job Opening ID: 69779

Reports To: Director of Graduate Studies

Working Title: GRADUATE AFFAIRS SPECIALIST

Department: SOM-Graduate Studies

Bargaining Unit: 99

FLSA: Exempt

Payroll Job Code: 004575

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

The UCI School of Medicine Office of Graduate Studies supports and advocates for graduate students including MD/PhD, PhD and MS populations. We are a central unit within the Dean's office providing service and leadership as collaborative and engaged professionals in graduate education and student affairs. The MSTP provides comprehensive programmatic operations for over 60 MD/PhD students spanning multiple disciplines. The SOM Office of Graduate Studies oversees administration of over 120 PhD students and 40 MS students and provides general support for over 100 postdoctoral scholars.

Supervised by the Administrative Director, the Graduate Affairs Specialist also works in very close collaboration with the Director and staff of the SOM Office of Graduate Studies to fulfill a key student affairs role within the School of Medicine (SOM). The incumbent is responsible for all student-related administrative aspects of the Office of Graduate Studies and Medical Scientist Training Program providing a full range of professional administrative services related to graduate program planning and development. Responsibilities include knowledge and application of relevant policies and procedures, support for collective bargaining agreement data requests and related needs, all aspects of recruitment and outreach, full admissions coordination including Graduate Admission and transfer agreements, liaison for UCI General Catalogue, preparation of financial documents in KFS, student fellowship entry into GWA, SOM student fellowship coordination including tracking and fund distribution, event coordination and support for all programs data entry and data management, preparation and submission of required forms, maintenance of evaluation (IDP) and similar records, travel preparations, event coordination and support for all programs, housing guarantee coordination, assisting and counseling students from time of admission to program completion, bookkeeping tasks, using on-line systems, support for the Biological Science 199 Excellence in Research Programs, SOM Grad Day, MSTP Retreat, Orientations and other activities, and other duties as assigned for the graduate academic programs in the School of Medicine, and alumni support activities.

Total Compensation:

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 $56,200.00 - $96,800.00 (Annual Salary). The Full Salary Range for the salary grade this position is assigned to is $56,200.00 - $96,800.00 (Annual Salary).

Department Website:

Graduate Studies | UCI School of Medicine

Required:

• 3-5 years of related work experience with BA/BS, or equivalent experience.
• Bachelor's degree in related area and / or equivalent experience / training.
• Advanced degree, in student affairs or a related field preferred.
• Certificate or experience in student counseling preferred.
• Working knowledge of advising and counseling techniques.
• Solid verbal and written communication skills. Interpersonal skills.
• Proven ability to multi-task.
• Multicultural competencies; ability to work with diverse populations.
• Ability in problem identification and reasoning; ability to develop original ideas to solve problems.
• Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.
• Ability to develop successful working relationships with students, faculty and staff using professional and effective verbal, written and electronic communication skills.
• Ability to work under supervision, independently, and in a team environment to complete assigned tasks.
• Skills to prioritize assignments and work under pressure of time constraints and frequent interruptions.
• Ability to shift tasks based on demand and need. Ability to prioritize work and meet deadlines with independence.
• Basic computational and math skills sufficient to produce financial and data documents with accuracy and attention to detail.
• Knowledge and ability to read transcripts, compute GPAs, and convert semester units to quarter units and vice versa
• Basic mathematical skills, including the ability to figure percentages.
• Ability to critically read and comprehend policy, apply policy to various situations and to effectively communicate policies to a number of individuals.
• Ability to operate a personal computer using a Windows operating system and required spreadsheet, database, and communications software (Word, Excel, Outlook software systems)
• Positive work attitude and professional work ethic; willing to work collaboratively as a team member in support of the goals and objectives of the Office of Graduate Studies.
• Working knowledge of university graduate program operations.
• Experience in a student affairs position or knowledge of student affairs administration or student development theory/leadership and student wellbeing and counseling strategies.

Preferred:

• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Knowledge of complex U.S. visa and immigration procedures, compliance issues, and employment eligibility / authorization for international students and scholars.
• Working knowledge of financial systems such as KFS.
• Working knowledge of admission systems and ACR submission in systems such as SLATE, AMCAS (on-line application review system), UCI student information systems and graduate student support systems, EEE (on-line course evaluation system). ESOC (course scheduling system), CIM (course inventory management system), GSS (Graduate Student Support System), GWA (Graduate Web Application) and Web Admin.
• Website updating experience.
• Skill to create flyers and materials in support of recruitment and events.
• Ability to maintain strict confidentiality and adhere to FERPA requirements.

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
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

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, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination 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]

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