Graduate Program Coordinator

Irvine, Orange County
May 31, 2014
Department: History
Req No.: 2014-0104
Location: UCI Campus - Irvine

Job Summary

This position has been re-opened for further recruitment. Previous applicants need not re-apply to be considered.


Under the direction of the MSO, Graduate Program Director, Admissions Director and Department Chair the individual is responsible for providing administrative support for the graduate program in the Department of History. Responsibilities include, graduate student administration, coordinating the graduate program recruitment, application, and admissions processes, maintaining graduate student records, input graduate student employment into the payroll system, provide statistical/analytical assessments, assist in program development, process graduate student travel reimbursements, maintain the graduate program web site, and perform special projects as assigned.


Salary: Hourly Range $20.31 - $26.50

Work Schedule: 8-5, M-F

Career Position.

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 History website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 50%
Graduate Program Administration and Advising
Informs current graduate students regarding enrollment and registration procedures, including part-time enrollment and leaves of absence; degree process (Ph.D. exam and advancement to candidacy procedures); criteria for fellowships, grants, and awards; TA and summer school application and employment status; general department, school, and campus policies and procedures.  Composes memos to inform faculty and graduate students regarding availability of extramural fellowships, outside employment, research and travel funds, departmental and university policies, as well as to request submission of required information and/or materials.  Advises graduate Program Committee regarding ranking and qualifications of fellowship nominees and applicants for grants, teaching assistantships, and summer sessions teaching.
Coordinates graduate program application process and procedures, processes M.A. and Ph.D. applications, sets up and maintains files, monitors application materials, advises applicants of the status of their file, processes admissions and denials, including production and sending of admission and denial letters.  Attends Admissions Committee meetings, giving informed input on applicants regarding admissibility and suitability for fellowship nomination.  Researches and prepares reports on graduate applicants. Assists the Admissions Director with all aspects of the admissions process (admission letters, fellowship nominations, award letters etc).  
Liaison with the International Center regarding foreign student visa, fellowship and employment regulations.
Maintains and tracks current graduate student files and records, including correspondence, reports, forms, evaluations, transcripts, employment records, and written exams.  Analyzes and interprets data for various reports requested by Department Chair, Graduate Advisor, and other faculty members; the School of Humanities; and other UCI and system wide offices.  Subjects of reports include status of current graduate students (i.e.: fellowships, employment, time to degree, placement), sources of applicants to the graduate program, reasons for admitted applicants not enrolling at UCI, comparative qualifications of entering graduate students for a given time period, and other related issues.
Responsible for enrolling and registering absent history graduate students, monitors graduate student enrollment and transcripts.  Researches and prepares reports on undergraduate and graduate enrollments for use by Department Chair in requesting increased allocations of teaching positions and other funding.  Processes graduate student grade change forms.
Initiates sending of packet of materials to incoming graduate student regarding departmental policies, registration and enrollment procedures, schedule of courses, curriculum requirements, and orientation meeting.
Coordinates annual revisions to the online graduate program brochure and graduate student handbook.  Organizes necessary forms for changes in the structure and requirements in the graduate program for annual catalog copy revision; includes course change and approval forms.
Coordinates the five year graduate program review.  Responsible for collecting requested data, analyzing data and making recommendations to the graduate program committee and the department, and organizing the final draft of the program review.
Responsible for coordinating the first year evaluation process.  Arranging meetings, collecting evaluations and preparing student files.  
Provides recommendations for the annual course schedule for the graduate program.
Job Essential Function 2
Percent of Time: 15%
Graduate Student Employment Administration
Coordinates TA application process; advises applicants of their status.  Compiles teaching and academic records of applicants and advises Graduate Program Committee on status. Verifies student eligibility and manages their individual allocations. Attends and participates in meetings at which TA awards are made; initiates TA offer letters.
Liaison with Humanities Graduate Office, Labor Relations, Graduate Division, and Academic Personnel regarding ASE union guidelines for all ASE's (teaching assistant, Associates, Readers and Tutors) employed in the department.
Coordinates and prepares graduate student employment packages and facilitates submission in a timely manner.  Tracks ASE fee remissions assessed to departmental allocation of teaching assistants, Associates, Readers and Tutors.
Inputs all graduate student/teaching assistant appointments into the Payroll Database.
Responsible for collecting and maintaining teaching assistant evaluations (from instructors and students).  
Prepares and processes and archives all program degree modifications, course modifications (CAF), and new program initiatives.
Job Essential Function 3
Percent of Time: 15%
Graduate Program Development
Responsible for processing inquiries regarding history M.A. and Ph.D. programs by mail, telephone, and in person.  Coordinates mailing of application and graduate brochures to prospective applicants.  Analyzes effectiveness of recruitment procedures by tracking inquiries.
Targets quality students through various departmental mailing lists, as well as through the department s annual graduate student conference in History and Theory.
Responsible for all marketing initiatives for graduate recruitment, including conferences, meetings, development of flyers, posters, brochures, and e-mail announcements.
Responsible for maintaining all graduate program information on the department web site.
Analyzes effectiveness as a recruiting tool by tracking origin of postcards returned to the department.
Advisor and coordinator for the departmental graduate brochure (On line) and graduate student handbook, which is revised and published yearly due to tremendous growth in the department and frequent changes in the graduate program.
Responsible for collecting, preparing and analyzing all graduate program data for various departmental, school and university initiatives and information requests.
Responsible for maintaining the graduate program section of the department web site.  
Responsible for disseminating and archiving program events, department announcements, and other electronic communication from the department.
Provides assistance to the Program Director and Chair with the development of new programs within the History Department.
Job Essential Function 4
Percent of Time: 20%
Graduate Program Finance
Assists the Financial Analyst in the preparation and processing of graduate student travel and reimbursement requests. Initiates travel advances and submits vouchers for graduate students awarded grants.
Responsible for advising the MSO on all graduate program expenditures and prepares an annual report of program expenses.
Assists in the administration of all graduate student awards/grants/fellowships offered through the department, School of Humanities, university and outside institutions.
Course Scheduling and Administration (Back-up Preparer)
Serve as back up coordinator and preparer of approximately 150 courses per quarter; coordinates compilation of quarterly course descriptions of graduate courses with faculty before submission of the School of Humanities.
Schedules all graduate student meetings for oral exams, language exams, mock job interviews, colloquiums, etc, as well as meetings for the Graduate Program Committee and related events.
Special Projects
Special Projects as assigned by the Chair, Vice Chair, and MSO.
Knowledge of University/School/Department requirements for graduate study
Comprehensive working knowledge of UC personnel, payroll, and leave policies and procedures.
Communication and interpersonal skills sufficient to work effectively with a wide range of people   both in person, telephone, and e-mail.
Demonstrated experience with graduate program administration.
Demonstrated written skill to compose accurate memos, Letters, handbooks and other correspondence.
Skill to coordinate and prioritize multiple projects and tasks with continual interruptions and/or changing priorities.
Demonstrated ability to analyze information, problems, complex policies, and procedures to define the problem or objective, identify relevant concerns or factors; formulate logical and objective conclusions and recognize alternatives and their applications.
Ability to manage graduate student files with discretion and confidentiality.
Computational ability to maintain accurate records and conduct required analyses.
Knowledge and demonstrated ability to maintain records (files and information systems).
Accurate typing and computer skills to accurately prepare required forms, materials, letters, and reports.
Ability to work with Microsoft Office (Word, Excel, Access) and other software applications.
Proven ability to develop marketing strategies for graduate student recruitment.
Skill to work independently and to coordinate with others toward an orderly and accurate completion of varied projects.
Ability to develop and manage web sites
Knowledge and experience preparing visa documentation.
Knowledge of UCI Accounting policies and procedure.
Ability to review and edit web pages.
Degree Requirement: Bachelor's degree in History or related subject.
Knowledge of UC policies and procedures regarding graduate program administration and recruitment.
Working knowledge of equal opportunity and diversity guidelines and related University policies governing graduate student recruitment and selection.
Demonstrated ability to analyze information, problems, complex policies and procedures to define the problem or objective, identify relevant concerns or factors; formulate Logical and objective conclusions and recognize alternatives and their applications.
Ability to handle all department matters with discretion and confidentiality.
Demonstrated ability to communicate effectively both orally and in writing with various Levels of staff, faculty, students and the public and private industry and skill in handling issues both professionally and diplomatically with a diverse range of cultural, social, economic and educational backgrounds.
Ability and willingness to maintain a positive attitude and contribute as an individual and as a team member to achieve the goals and mission of the Department.
Strong organizational skills to coordinate and prioritize multiple, complex projects paying particular attention to detail.
Ability to work independently with minimal direction.
Experience in setting priorities and following through on assignments in order to meet deadlines.
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: Occasionally
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Constantly
Stand: Constantly
Walk: Occasionally
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Occasionally
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: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not ApplicablePI78400564