Graduate & Professional Services (GPS) Administrative Manager
Updated: Feb 29, 2020
Location: UC Irvine Campus
Department: ENGR DO GRAD STUDENT AFFAIRS
Recruitment Number: 6443
Reports To: GPS Director
Working Title: Graduate & Professional Services (GPS) Administrative Manager
Cost Center: IR7340
Bargaining Unit: 99
Job Code: 007244
Job Location: UCI Campus - Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Under the supervision of Director, the Administrative Manager provides the general administrative support for Graduate and Professional Studies (GPS). This includes receiving visitors, answering telephone calls, responding to emails, maintaining mail, and overall coverage of the GPS front desk. This position also provides general academic advising to prospective and current students as part of the GPS staff and assists with the processing of applications and forms and related actions. The GPS Administrative Manager compiles student data and generates reports related to admissions, enrollment, retention, graduation rates and related criteria. Generates draft letters, memoranda, school-wide communications and publications of materials for GPS. Organizes, implements and participates in as wide range of GPS student events. Coordinates meetings, presentations, and reports for the Associate Dean. Supports unit with purchasing, reimbursement and travel requests.
1-3 years with BA/BS and/or a combination of equivalent education and experience. Strong interpersonal skills and ability to effectively interact with a diverse population of Faculty, Students, Staff and guests. Strong organization skills to effectively maintain electronic and hard copy files. Demonstrate excellence in writing and oral communication skills. Ability to work in environment with frequent interruptions, distractions, and fluctuating workload Demonstrate flexibility, patience, and tact/diplomacy in all forms of communication. Demonstrate proficiency in Word, Excel, PowerPoint, and other Microsoft Systems. Effective experience with data management, collection, maintenance, and reporting that yield statistics for department analysis. Ability to effectively plan, develop and execute events. Ability to understand, follow and maintain compliance with federal statues related to student and applicant records (e.g. FERPA).
Working knowledge of University Policies and procedures. Experience with University systems and databases (GATS, KFS, etc.). Experience working in a student-oriented environment, student affairs office, and/or higher education. Ability to accurately develop and maintain marketing and informational resources via website, social media and other venues. Working experience conducting purchasing and reimbursement related transactions
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
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.
Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.