Graduate Coordinator

Irvine, Orange County
Jun 18, 2014
Department: Microbiology & Molecular Genetics
Req No.: 2014-0535
Location: UCI Campus - Irvine

Job Summary

Under the direction of the CAO and Department Chair, incumbent is responsible for all administrative aspects of the seminar programs, teaching, and graduate student programs, which also includes travel preparations, scheduling, preparing notes, working with students, using on-line systems to prepare information and preparations of forms. Responsible for bookkeeping and administrative support for payroll and purchasing.


Salary: Hourly $19.65 - $23.07

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 Microbiology & Molecular Genet website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 20%
Seminar Series
Responsible for both Wednesday afternoon and Thursday morning Department seminar series.
Responsible for other special events (such as training grant meetings and department receptions) as scheduled.
Coordinates Wednesday seminar series, dates, rooms, and times.
Coordinates speakers travel arrangements, ground transportation, and hotel.
Reserves travel and hotel accommodations, prepares itineraries, prepares travel expense vouchers, check requests for reimbursement for meals, one-time payment forms, and other financial forms as necessary.
Schedule rooms on a yearly basis alternating Wednesday's with another department.
Make arrangements for room set-up, audio-visual medial needs, parking arrangements, and other special needs.
Maintains records of all events and prepares general communication materials to advertise special event(s) including announcement and other promotional channels.
Enter, edit, and delete events on web-based events calendar.
For Wednesday afternoon seminars, the incumbent, with the help from director, sets up faculty itinerary for the day, schedules appointments for designated individuals, anticipates potential conflict, and suggests alternatives.  
Provides general information over the phone and in person.
Greets speakers and obtains from them required documents and signatures.
For Thursday morning seminars, insure dates and speakers are set up ahead of time for each quarter. Insure that graduate student representatives are award to assign duties for slide presentation and coffee preparation.
Keeps records and processes necessary documents
Job Essential Function 2
Percent of Time: 20%
Teaching Program Coordinator
Coordinates with the help of the faculty the scheduling of the Medical Immunology and Microbiology course.
Prepare and distributes the final schedule; monitors and makes appropriate changes to the course notes and contacts outside faculty who teach to arrange time and schedules.
Independently initiates revision to the Medical Immunology and Microbiology course notes and teaching materials.
Coordinates and oversees the preparation, reproduction, distribution, and sale of the class manuals, texts, and core notes.
Gathers examination questions from faculty.
Independently responsible for the timely preparation and reproduction of testing materials.
Responsible for grading various examinations, this includes correcting, calculating curves and percentages and scaling to class average.
Serves as liaison between faculty and students by giving information and answering questions relative to the course.
Responsible for other courses given by Microbiology & Molecular genetics faculty.
Coordinates scheduling classrooms, revising teaching materials, and insure that faculty evaluation forms completed by students are returned to the department.
Responsible for setting-up filing system to remind faculty, staff, and students of impending deadlines for completion of work.
Job Essential Function 3
Percent of Time: 20%
Graduate Program Coordinator
Provides advice regarding a variety of policy and procedures concerning student life. This includes appropriate forms and accurate information on how to complete them and filing deadlines, leaves of absence, thesis preparation, etc.
Works with faculty graduate advisor to resolve issues of academic progress, curriculum, and academic matters.
Maintains student files and records, including grades and progress towards degree and distributes to instructors, and collects completed grad sheets each quarter of Microbiology courses.
Submits completed forms to the registrar s office in compliance with established deadlines.
Works with Cellular and Molecular Biology (CMB) program to coordinate incoming second year students to the department.
Serves as a coordinator for the schedule of classes  quarterly update and the general catalog. Uses on-line computers system to do this and works with Student Affairs to solve problems.
Uses AIMS and other on-line systems.
Responsible for setting up a tickler file to remind faculty, staff, and students of impending deadlines and for completing of own work.
Job Essential Function 4
Percent of Time: 40%
20% Bookkeeping
Provides accounting functions for all sponsored project funding, various donor funding, and unrestricted funding.
Establish and maintain integrity of records to ensure proper audit trail for financial transactions.
Initiates financial transactions as necessary, using on-line or other electronic media to maintain account balances.

Fifth Essential Function
20% Administrative Support
Provides back-up assistance as needed in the absence of the purchasing assistant into the on-line purchasing accounting link (PAL) system and placing PalCard orders.
Provides mail, filing, and copying services for the Department.
Sort and deliver incoming packages.
Ability to develop cooperative and effective working relationships with students, faculty, and staff using excellent verbal, written, and electronic communication skills.
Ability to work in a team environment to complete assigned tasks.
Skill to prioritize assignments and work under pressure of time constraints and frequent interruptions.
Ability to analyze information and situations to define problems, determine objectives, and evaluate alternatives to solve problems.
Demonstrate command of the written and spoken English language.
Ability to maintain strict confidentiality.
Ability to read and comprehend policy, apply policy to various situations, and to effectively communicate policies to a number of individuals.
Ability to operate personal computer using Windows operating system and required spreadsheet, database, and communications software.
Positive work attitude, willing to work as a team member in support of the goals and objectives of the Department.
Working knowledge of graduate program.
Ability to use PAL and other online financial applications.
Knowledge of the Payroll/Personnel System (PPS).
Working knowledge of and ability to initiate and prepare University general accounting forms.
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: Constantly
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Constantly
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: Constantly
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: Frequently
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable