Graduate Coordinator

Irvine, Orange County
Feb 19, 2014
Department: Physiology & Biophysics
Req No.: 2014-0166
Location: UCI Campus - Irvine

Job Summary

Responsible for coordinating and managing all Graduate student affairs matters for the Department of Physiology & Biophysics?combined Graduate Program and Teaching programs. Interpret and implement policies and procedures regarding graduate student affairs. Provide analytical and administrative support in all matters relating to the department?s graduate degree programs. Work closely with the CMB Program Coordinator, the Department Graduate Advisor, the CAO and the Program Directors to efficiently administer the Teaching programs in the department. Act as liaison between Graduate Students, Department Faculty and Combined Program. Maintain statistical data files, Graduate program budgets, student files, theses/dissertations library and alumni contact lists. Greet and assist visitors in person and on the phone. Make travel and lodging arrangements, word process a variety of documents, room and equipment reservation, assist with preparation of contract and grant proposals, manuscripts and scientific presentations.


Salary: Hourly $19.65 - $23.61

Work Schedule: 8-5, M-F

Career Position.

Must have use of car on a daily basis in order to pick up seminar supplies, drive to and from Sponsored Projects Administration and Fed Ex during grant proposal submission deadlines.

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.

Please attach your resume.


Click here to see the Physiology & Biophysics website.


View Job Description for the position requirements.

Job Description
Job Essential Function 1
Percent of Time: 60%
Working with Faculty Coordinator, responsible for all aspects of the administrative support for the graduate program. Advise department Chair, Graduate Advisors, Department Administrator and department graduate students on all matters relating to the graduate program. Acts as staff liaison between the department, the CMB staff, Graduate division to serve as a key resource on graduate student policies, schedules, deadlines and administrative requirements. As principal staff support to the graduate program, assists continuing students by providing advice regarding variety of policies and procedures concerning their status as graduate students and student life. Maintains student files and records, including grades and progress toward degree and informs Graduate Advisor, Research Advisor and student when there is a problem.  Follows through to resolution. Is available to students for discussion of needs and referral to appropriate faculty advisor and/or administrative office (Graduate division, Housing, Student Health, Counseling Center, International Services, Affirmative Action, Ombudsman, Financial Aid Office, Registrar, etc.) as needs dictate.  Works closely with members of these organizations to facilitate service and support for Physiology & Biophysics graduate students. Verifies that students have satisfied degree requirements.  Refers students with deficiencies to Graduate Advisor.  Verifies that students receive written information of their graduate status (e.g. completion of qualifying exam requirement, composition of the oral candidacy exam committee, outcome of exam, etc.).  This may be information provided by the Graduate Advisor or faculty. Advise graduate students of University guidelines for thesis awards and all graduate fellowship funds.  Prepares and processes paperwork for implementation of awards and appropriate award notification.  Checks theses for compliance with guidelines, oversees publication, and distribution of copies. Maintains updated records and Graduate Information bulletin boards for announcement of job opportunities research positions available, post-doctoral openings, etc. Resolves problems/errors that develop at all points in the system, such as reporting/grade errors, official Registrar s Record, course listings, registration, and lab rotations. Coordinates, records, assists in grading exams and reports grades and Exam scores to the appropriate Course Director and Instructor for all graduate courses taught by department faculty in the Combined Program and Medical School. Under the direction of the Personnel Coordinator, prepares all graduate student payroll forms and related documentation. Collects and maintains current information regarding other Physiology & Biophysics Teaching Programs.  Develops working relationship with counterparts at other UC departments to enable an exchange of relevant information. Assists students with procedures and filing appropriate forms for advancement-to-candidacy, dissertation defense and graduation proceedings.  Sends out announcements for advancements.Under faculty direction, prepares all required University forms for addition, deletion or change of curriculum.  Obtains signatures and submits for review in conformance with established deadlines.   Maintains and updates course records and class descriptions.  Follows up on submitted actions and makes certain that this information is included in General Catalogue and quarterly schedule of classes. Updates the Electronic Schedule of Classes and NAIMS each quarter, and maintain electronic course action forms. Update and maintain Department Graduate Student Handbook and submit to Dept. Graduate Advisor and MSO for approval.Review and interpret data for various reports requested by Dean, Associate Dean, School of Biological Sciences, Chair, and MSO.  Subjects of reports include entering graduate students for a given time period, graduate and attrition statistics, alumni information, and other related issues.Independently develops quarterly schedule of classes for all Physiology & Biophysics courses.  Develops appropriate schedule, avoiding time and space conflicts.  Maintains and updates database of enrollment histories.  Works with other scheduling personnel (Registrar s Office, Graduate Studies) to resolve scheduling issues.  Makes recommendations to the Chair and MSO on policy changes if required as well as participate in long range planning for the achievement of the department s instructional goals. Maintains electronic core notes, updates the notes on an annual basis and assists faculty with preparation of individual core notes. Independently prepares core notes for printing, binding and sale to the students. Assists faculty in the preparation of examination materials. Prepares and summarizes all faculty teaching evaluations. Prepares and summarizes the course evaluation reports. Is first point of contact for applicants with program and is responsible for establishing a positive rapport.  Replies to inquiries and forwards graduate program information requests to the Combined Program Administrator. Tracks, logs and responds to all Structural Biology Track inquiries from applicants. Works with Graduate Advisors in preparing and updating graduate program information including departmental brochure, ACS directory, Peterson s Guide, UCI General Catalog, and course listings.
Job Essential Function 2
Percent of Time: 30%
Maintain budget for Seminar Programs. Prepare and process all Check Requests, invoices, deposits, travel advances, travel expense vouchers, reconciliation forms, petty cash and contracts. Reconcile, follow up and track reimbursement forms using the on-line financial system. Reconcile General Ledgers monthly for department accounts, and contract and grant ledgers as needed. Request back-up documentation as necessary. Audit supporting documentation for completeness and approvals. File General Ledgers according to account/fund. Assist in maintaining prior years financial records storage according to University records retention specifications. Assist with purge of financial records per University record retention schedule. Assist with fiscal close. Assist with grant proposal preparation as needed. Prepare monthly Faculty Obligation financial reports for assigned faculty, organizing the data in a manner understandable to the Faculty.
Keep track of and schedule usage of department conference room. Distribute daily mail. Provide necessary and relevant information to update the department web page. Responsible for maintaining office equipment. Replace toner, Fax/copier cartridges, and paper for Xerox, fax and department printers.
Provide administrative support to Faculty as needed. Update and maintain job manual describing job duties and procedures.
Handles special projects as assigned by the Department CAO.
Job Essential Function 3
Percent of Time: 10%
Arrange and implement all logistics for events including site selection, menu selection, audio/visual, and parking for events such as teaching colloquia, academic conferences, graduate student forums, faculty workshops, and lecture series. Directly responsible for communication (phone, e-mail, US Mail, Fed Ex, etc) with a broad range of individuals such as faculty, students, community and professional organizations as well as distinguished speakers and scholars invited to present lectures and attend conferences. Independently coordinates travel arrangements for faculty, visiting professors, and faculty candidates including airline reservations, hotel accommodations, and auto rentals. Prepares all related travel documentation and payment of honorariums following University policies and procedures. Coordinates departmental seminar programs in consultation with the faculty coordinators.  This includes gathering a list of potential speakers, developing a schedule, contacting speakers and scheduling speakers, making all travel and accommodation arrangements, and sending announcements. Serves as department receptionist. Order food for all staff and faculty meetings. Ensure delivery, setup and cleanup.
Interpersonal skills including diplomacy, flexibility and the ability to establish, interact and maintain cooperative working relationships with a variety of people at various levels in a professional and tactful manner. Able to communicate clearly, accurately, and appropriately in person, by phone, via mail and e-mail.
Self-disciplined result-oriented individual possessing a positive attitude. Capable of working both independently or as part of a team effort and to multitask in an office setting that is fast-paced while maintaining an emphasis on quality.  Voluntarily assume expanded responsibilities.
Skill to coordinate and organize multiple complex projects and tasks with continual interruptions and/or changing priorities.
Skill to organize, maintain and analyze data, and provide recommendations to appropriate individuals.
Ability to comprehend general concepts, processes, and mission of the unit while accurately conducting detail-oriented tasks.
Knowledge and demonstrated ability to maintain records (files and information systems).
Verbal and written communication skills sufficient to successfully relay information, procedures, processes, directions, and information to others clearly.
Working knowledge and experience with Microsoft Word, Excel, e-mail and an internet browser.
Computer proficiency to create, analyze, summarize and institute reports and documents used in the administration of department and in the reflection of departmental statistics, grades and special projects.
Accurate typing and word processing ability to accurately prepare required forms, materials, letters, and reports.
Ability to read, understand, interpret and determine appropriate course of action.
Basic knowledge of the various UC Policies and Procedures.
Knowledge of University/Department Graduate degree programs.
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) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Constantly
Handle Objects: Not Applicable
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Frequently
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Frequently
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Occasionally
Construction Activities: Occasionally
Contact with Water/Liquids: Occasionally
Drive Motorized Equipment: Occasionally
Confined Spaces: Occasionally
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not Applicable