Under the general direction of the MSO, department chairs, and graduate directors, performs a full range of professional duties relating to Graduate Program Coordination for the Departments of Comparative Literature and European Languages and Studies. Manages the day-to-day administration of the Ph.D. programs in Comparative Literature and German and the M.A. Program in European Thought and Culture. Liaises with the SOH Office of Graduate Studies (OGS) and Graduate Division to accurately advise faculty and students on graduate policy and procedure. Coordinates graduate student recruitment and admissions, and processes applicant files in SLATE. Advises faculty on the recruitment process, admissions packages, fellowship eligibility, and strategies to maximize use of resources. Organizes graduate recruitment activities, coordinating schedules and travel arrangements within a prescribed budget and processes graduate student reimbursements. Maintains detailed records of graduate student progress and committees and regularly monitors graduate student progress for timely completion of requirements. Reminds graduate students and faculty of deadlines and coordinates meetings and exams. Organizes continuing fellowship competitions and advises faculty and students on application procedures and eligibility. Coordinates graduate student employment with OGS, determining employment eligibility, processing paperwork, and maintaining files. Updates and maintains the Graduate Handbook and other published graduate program information as required, and processes modifications to degree programs as directed. Completes special projects as required. Under the general direction of the Department Chairs and MSO, performs a range of professional duties relating to Academic Personnel for the Departments of European Languages and Studies and Comparative Literature. Duties include the coordination and preparation of non-Senate personnel actions, Unit 18 Lecturers, and Visiting Scholars. Consults with MSO, Academic Personnel staff, and the Unit 18 MOU and advises faculty on non-Senate academic personnel policies and procedures. Coordinates and prepares J-1 Visa packets as needed for international visitors and faculty. Coordinates non-Senate recruitments. Prepares and processes sabbatical and leave requests and summer salary. Assists MSO with gathering materials for Senate academic personnel files. Completes special projects as required.
BA/BS with minimum 2 years' experience or an equivalent combination of education and experience.
INTERPERSONAL COMMUNICATION: Must be able to positively and constructively communicate and interact with others at work. CONFIDENTIALITY: Must be able to maintain confidentiality and use discretion in handling position responsibilities. ORGANIZATIONAL SKILLS: Must be able to organize, track, and report on job tasks readily. Must maintain proper files and reports on all job functions. Skill to work independently and to coordinate with others toward an orderly and accurate completion of varied projects. Experience in working as a team to complete a variety of goals and objectives. Ability and willingness to maintain a positive attitude and contribute both as an individual and as a team member to achieve the goals and objectives of the Departments. WRITTEN COMMUNICATION: Proficient command of written English. Excellent writing, editing, and proofreading skills and the ability to compose letters, memoranda, and other documents using word-processing, spreadsheet, and database software. TECHNICAL SKILLS: Willingness to take initiative in learning new systems and needed administrative skills. Experience with providing financial account projections, analysis and reports. Working knowledge of computer software and online programs including the following: Microsoft Office (Word, Excel, Power Point, Outlook). Adobe Acrobat. Working experience with student admissions process and programs using admissions platforms.
Experience working with SLATE. Working experience with foreign student visa process. Working experience with a wide range of student funding sources and methods. 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, copywriting and editing for print, web design, and/or social media.
Experience working with non-Senate personnel appointments and familiarity with the UC/Unit 18 MOU. Knowledge of UCI Non-Senate Academic Personnel processes and procedures.
Experience working with J-1 and F-1 visa processing.
Knowledge of foreign languages.
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.
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