Assistant Director, Graduate Student Affairs

Irvine, Orange County
Jun 28, 2014
Department: Henry Samueli Sch. Engineering
Req No.: 2014-0583
Location: UCI Campus - Irvine

Job Summary

Under the direction of the Graduate Student Affairs Director, the incumbent is responsible for the full breadth of counseling activities for the graduate students in the Henry Samueli School of Engineering. This position is also responsible for recruitment, admissions, student retention, policy development and implementation and representing the School on specific committees. This position serves as a SAO III, Assistant Director, for the Graduate Student Affairs Office and, as such, includes providing direction and management to the staff in the absence of the Director.


Salary: Range $51,100.00 - $58,893.00

Work Schedule: 8-5, M-F Schedule may vary

Career Position.

Some weekend and evening hours required.

Occasional local or national travel required.

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 Henry Samueli Sch. Engineering website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 40%
Fully responsible for planning and implementation of New Student Orientation and Welcome Reception. Works with on-campus scheduling and catering offices to reserve event space and order equipment. Communicates with incoming students, continuing students, Engineering Staff, and Engineering Faculty the details of the event by sending email invitations and managing an online reservation system. Collaborates with campus offices such as the International Center, UCI Library, Counseling Center and Career Center to organize various presentations. Creates handouts and the academic presentation. Oversees GSA student worker(s) to copy student handouts, assemble orientation folders and track signed student agreement forms. Presents academic and policy information to new students during the event. Follows up with absent students to schedule Orientation follow-up session and to disseminate appropriate information. Develops and submits reports on projected and actual expenses for the event to the Director.
Plans and implements the Materials and Manufacturing Technology (MMT) Concentration New Student Orientation. Works with on-campus scheduling and catering offices to reserve event space and to order food and equipment. Communicates with incoming students the details of the event by sending email invitations and managing an online reservation system. Collaborates with the MMT Program Director, MMT faculty, and MMT current students to organize various presentations. Creates handouts and the academic presentation. Oversees GSA student worker(s) to copy student handouts, assemble orientation folders and track attendance. Presents academic and policy information to new students during the event. Develops and submits reports on projected and actual expenses for the event to the Director.
Serves as primary academic advisor and coordinator for the following concentration: Materials and Manufacturing Technology and for any future School-wide concentrations created. This includes tracking each student to ensure they continue to make good progress towards their degrees and problem solving with students regarding obstacles in their graduate experience. Discusses any problematic situations with MMT Program Director and proposes solutions appropriate under UC policies.
Is cross-trained in all areas, serves as primary School advisor for the following departments and concentrations: Biomedical Engineering, Chemical Engineering and Materials Science, Civil and Environmental Engineering, Materials and Manufacturing Technology, Environmental Engineering
Advises students on matriculation process, including forms for: advancement to candidacy, thesis submission and degree conferral, leaves of absence, part-time enrollment, filing fee, grade changes, general petitions, committee composition.
Independent authority to authorize enrollment exception requests, maximum units, post-quarter enrollment changes, and academic record changes.
On behalf of the Associate Dean for Research and Graduate Studies, certifies advancements to candidacy and degree conferrals. Counsels students on progression through program; collaborates with students to determine best course of action, reviews transcripts and plans of study. Problem solves with students regarding obstacles in their graduate school experience including funding and faculty advisor selection so as to improve retention. Determines if exception to policy is warranted. Monitors progress, performs in-depth analysis of students  academic needs and proposes to the Director and Associate Dean possible intervention when students fail to maintain satisfactory standards.
Utilizes Engineering Current Student Graduate Database to perform functions for enrollment tracking, matriculation, and retention data collection.
Fully responsible for the Pedagogical Fellow program within the School. Works with the Pedagogical Fellow(s), selected by the TLTC, to determine what activities are most appropriate for them to undertake each year and to publicize their services to the student body; including specifically targeting current teaching assistants. Informs faculty of the PF s services throughout the year. Assesses the year s activities and makes informed decisions on the subsequent year s activities so that Engineering TAs are obtaining the best services possible. Also plans and submits the quarterly fellowship into Graduate Division s FWA system and tracks funding allocation for this program to ensure it is being spent appropriately. Lastly, plans a summer meeting of the outgoing and incoming PF for training purposes.
Fully responsible for the CODE Mentors program within the School. Sends initial list of possible candidates to Graduate Advisors and Graduate Coordinators, welcomes and introduces program to selected mentors, facilitates fellowship submission, etc. In conjunction with the Undergraduate Student Affairs Director, creates schedule, trains mentors, and hosts quarterly meetings.
Serve as the Engineering point person for all campus and School fellowship competitions (such as National Fellowship Incentive Program). This includes receiving the call for nominations from the Graduate Division, creating internal deadlines and procedures for application, disseminating nomination information to current students, staff, and faculty, collecting nominations from departments, organizing and running the School Fellowship Committee review process, and submitting the nominations to the Graduate Division. Following notification of awards decisions, this also includes notifying all nominees of the outcome and tracking Engineering nominations and awards in the Fellowship Tracking spreadsheet.
Creates and maintains the School s Active Fellowship Website. This includes researching and seeking out external and internal graduate fellowship opportunities, placing the information on the website in an organized and clear manner, and notifying students and faculty that new opportunities have been added. Assists Director and Associate Dean in external fellowship (for example, NSF) efforts within School.
Oversees and manages the selection of a graduate student representative for the School s Graduate Studies Committee each year at the end of the previous representative s term. This includes sending out a call for interested parties, providing interested parties with information on the position, and conducting a vote of the full graduate student body to make the final selection. Works with the representative to determine the most appropriate ways to identify priorities of the graduate study body to share within the committee meetings.
Job Essential Function 2
Percent of Time: 30%
Represents the school and departments in all aspects of student recruitment at select graduate admissions events.  Registers and makes travel arrangements for all office recruitment activities, maintains recruitment travel schedule for entire office.
Makes power point presentations to various groups of prospective students and university administrators regarding the School s graduate programs.
Assists Director of Access and Inclusion in organizing any School-wide recruitment or yield events such as GO-ENGR and visitation days.
Distributes email follow-up letters to prospective applicants met during recruitment events as well as through the online Graduate Inquiry Form.
Serves as secondary University representative for the National Consortium for Graduate Degrees for Minorities in Engineering and Science, Inc. (GEM).
Oversees the GSA student Worker(s) in keeping track of all inquiries in the Recruitment Database and tracking those students who apply for admission to UCI s programs.
Creates and implements new and innovative strategies for recruitment, such as planning special recruitment events and the formation of relationships with student groups at UC Irvine and beyond.
Fully manages and administers the Accelerated Admissions Status Program and the Undergraduate Research Fellowship Program. This includes sending announcements to faculty and undergraduate students about the opportunities, updating program applications, maintaining program websites, evaluating applications, creating and sending award letters, monitoring timesheets and funding flows, and collecting end-of-the-quarter reports. Meets with each accelerated status student and fellowship recipient regarding graduate school, in general. Writes and disseminates an annual report of the research activities to the Director, Associate Dean, and Dean. Analyzes both programs on an annual basis, suggests and implements appropriate updates for the next year.
In conjunction with the Director, advises prospective students on admission requirements and procedures over email, instant message, phone, and in person meetings.
Utilizes School s Graduate Applicant Tracking System (GATS) and UC Irvine s DAVAD system throughout the admission cycle. Creates reports, analyzes data, and ensures files are complete and admissions decisions are being made in a timely manner.
Performs admissions counselor duties for the following school-wide concentration: Materials and Manufacturing Technology and for any future School-wide concentrations created. Ensures all applications are complete, evaluates files, communicates with faculty concerning applicant admissibility, generates and sends admission letters and exception memos, communicates with the Graduate Division on ACR packets, communicates with International Center on visa documents, serves as school approval for admission.
On behalf of the Associate Dean, has independent authority to serve as final approval for all applicants recommended for admission by departments. The incumbent is cross-trained in all areas, but serves as primary School approver for Biomedical Engineering, Chemical Engineering and Materials Science, Civil and Environmental Engineering, the Environmental Engineering School-Wide Concentration and the afore-mentioned Materials and Manufacturing Technology concentration.
Job Essential Function 3
Percent of Time: 25%
Trains and oversees the GSA Student Worker(s). Primary supervisor for the GSAO Work-Study Students.
Serves as Assistant Director of the GSAO. This includes representing the Director, in her absence, by attending meetings on the Director s behalf (e.g. Manager s Meetings, Student Affairs Director s Meetings, Associate Dean s Meetings, etc.), and supervising GSAO staff in the Director s absence.
Acts as a subject matter expert for fellowship funding within the School. Works with departmental contacts to submit fellowship forms via the online Fellowship Web Application system in a timely manner. Works with special program funding coordinators such as Balsell's on processing payments. Reviews and approves all fellowship form drafts for submission to the Graduate Division. Tracks department funds, including block and endowed fellowships,  and advises department if problems occur. Follows-up with the Graduate Division and resolves any issues related to student funding. Creates training workshops for departmental contacts to streamline funding process. Reconciles all data with departments, Graduate Division, and the Dean s Office at the end of each fiscal year.
Maintains the GSAO Training Manual. This includes updating instructions, identifying topic areas that are missing instructions, maintaining the case tracker system, , reviewing and finalizing drafts of instructions, organizing the manual in electronic form and hardcopy.
Serves on various school-wide and university-wide committees such as the School Fellowship Committee, Student Affairs commencement committee, Graduate Division American Culture facilitator, and the Graduate Studies Committee. Arranges and prepares for the agenda (including all communication) and composes the meeting minutes for the Graduate Studies Committee monthly meetings.
Functions as liaison with engineering departments and various campus offices including Housing, International Center, and Graduate Division and disseminate information to current students and faculty.
Under general supervision of the Director, updates and writes various portions of graduate student affairs website, student handbook, recruitment brochures, academic reviews, and catalogue.
Maintains the Graduate Student Affairs Facebook site and any other social media accounts.
Job Essential Function 4
Percent of Time: 5%
OTHER DUTIES AS ASSIGNED by the Director and Associate Dean
Bachelor's Degree         
Strong interpersonal skills to interact with students, faculty, staff, etc.      
Strong organization skills             
Demonstrated excellence in written and oral communication skills and ability to represent the University and HSSoE   
Demonstrated ability to make independent decisions         
Ability to work in an environment with frequent interruptions, distractions, and fluctuating workload      
Demonstrated work experience with graduate students and/or academic counseling         
Ability to evaluate, analyze, and interpret a variety of data and to assist with implementation
Master's Degree or equivalent work experience   
Work experience at UCI or another UC campus
Will Train:
Computer skills to work with GATS,Graduate Database
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: Occasionally
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Occasionally
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Frequently
Perform Calculations: Frequently
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Occasionally
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 Applicable
Other Working Conditions:
Must pass DOJ LiveScan Background Check.
Must pass required Employee safety and compliance training courses.