Academic Programs Coordinator

UC Irvine Department of Computer Science Position

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.

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, Docu Sign). Intermediate to advanced Excel knowledge,…