Req No.: 2014-0429
Location: UCI Campus - Irvine
Under the supervision of the Associate Director, Program Services, and the Director of Program Services, the Program Advisor is member of the Program Services professional staff responsible for program management, student affairs, and delivery of services for the Fully-Employed, Executive and Healthcare Executive MBA programs from orientation through graduation. In collaboration with other staff, responsible for planning, organization and delivery of offsite residentials, orientations, banquets, weekly catering, graduation and other events and co-curricular activities. Serves as a point of contact for all students. Advises students on curriculum and co-curricular activities, academic deadlines, and refers students to other individuals or offices, such as Financial Aid, Career Center, faculty, Merage Centers, etc. Ensures that student questions, concerns, and requests are addressed. Ensures that the Associate Director, Director of Program Services and Senior Assistant Dean are aware of student concerns; involve them as necessary and appropriate in resolution.
Salary: Hourly Range $18.63 - $21.47
Work Schedule: 8-5, M-F
Monday-Thursday 10:00 AM to 7:00 PM, Friday 8:30 AM to 5:30 PM. Frequent nights, weekends and some offsite 4- to 7-day residentials, as 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.
View Job Description for the position requirements.
Job Essential Function 1
Percent of Time: 50%
PROGRAM ADMINISTRATION and STUDENT ADVISING
Under the supervision of the Associate Director, Program Services and Director of Program Services, as well as other staff and faculty, responsible for support and delivery of services to FEMBA, EMBA and HCEMBA students.
Responsible for working knowledge of all Part-Time and Executive MBA program requirements, policies and guidelines as established by faculty and the Graduate Division. Responsible for communicating this information accurately and efficiently to students. Communicate with UCI Graduate Division and Registrar as necessary.
Serve as a point of contact for students and ensure that questions, concerns, and requests are addressed. Ensure that Associate Director of Program Services, Director, and Sr. Assistant Dean are aware of student concerns; involve them as necessary and appropriate in resolution.
In collaboration with the Associate Director, Director, Merage Faculty and other department staff, ensure that students have necessary information, materials, and documents. These include grade reports, fee statements, schedules, calendars, letters of enrollment, residential information, course materials and VA forms and documentation.
Support registration process to ensure that students are properly enrolled in accordance with Registrar's policies and guidelines. Monitor the elective balloting process, track enrollment and advise students accordingly.
Monitor, oversee and where necessary, facilitate add/drop process by keeping students apprised of deadlines, procedures and requirements. Also obtains necessary approvals.
Support programs by advising students on curriculum and co-curricular activities, briefing them on procedural or academic deadlines, and referring them to other individuals or offices, such as Financial Aid, Career Center, faculty, Merage Centers, etc.
Assist with advancement of candidacy and graduation checks for students who are expected to graduate by ensuring that university paperwork is completed, necessary signatures are obtained, and that submission of critical paperwork is sent to campus by announced university deadlines.
Oversee catering for all programs, ensuring that catering issues and concerns are addressed in a timely manner and meals adjusted accordingly to reflect accurate meal counts, especially during mid-terms and finals. Process weekly orders, track and process invoices.
Collaborate with UCI Parking office in securing annual permits, ensure delivery to students and resolve all parking disputes.
Responsible for creating and updating program documents that are distributed to students, including quarterly schedules, academic year schedules, elective previews, etc.
In collaboration with the Director of Alumni Relations, responsible for managing alumni auditing requests. Work closely with Program Managers to determine space availability in elective courses. Communicate with faculty for approval as necessary.
Job Essential Function 2
Percent of Time: 20%
PROGRAM EVENT PLANNING AND COORDINATION
Under the supervision of the Associate Director, Program Services, work in collaboration with other staff in Program Services, Admissions and the Merage School in programmatic and student affairs-related management, planning, organization and delivery of nine (15) offsite residentials, Spring and Fall Orientations, annual Spring Banquet, graduation, co-curricular events and other program events. Attendance at some evening/weekend residentials, workshops, speaker series, forums, banquets, graduation ceremonies and social/networking events as required.
Manages material inventory for all residentials and program events.
Job Essential Function 3
Percent of Time: 20%
Prepare all PayQuest and PALCard accounting forms for the account manager.
Prepare high-value and low-value purchase orders as necessary.
Serve as a back-up for Admissions for PayQuest and reimbursement processing.
Able to train new employees on PayQuest and PalCard processes.
Job Essential Function 4
Percent of Time: 10%
Provides support on special projects as assigned. Assist with special projects as requested by the Associate Director, Director, Senior Assistant Dean, Associate Dean, faculty and Masters Program Committee (MPC). Examples of projects may include: ad-hoc statistical reports, mailings to students, training new employees, assisting with orientation of new students, residential support and any other Program Services responsibilities, etc.
SKILLS, KNOWLEDGE AND ABILITIES:
Strong interpersonal and communication skills and service-first mindset for interacting with students, faculty, staff and outside contacts.
Ability to work as a team player in a collaborative environment, providing constructive contributions, information, and backup to enable effective and efficient delivery of service.
Demonstrated skill in evaluating information, problems and situations to: define the problem, identify relevant factors and concerns, recognize alternatives, formulate solutions, and initiate plan of action.
Demonstrated ability to work well with co-workers, managers, and customers or students.
Skill in managing time and setting priorities in an environment of frequent interruptions and distractions.
Skill in working independently and following through on assignments with minimal direction.
Ability to use initiative and discretion in dealing with students and prospective students.
Ability to work with students, faculty, and staff in a tactful and productive manner.
Skill in writing concise, logical, grammatically correct analytical reports, factual memos and correspondence.
Ability to make independent decisions and take appropriate action.
Demonstrated skill or related experience with providing counseling and advice on various subjects.
Bachelors degree or comparable work experience.
Working knowledge of personal computers, such as IBM PC. Working knowledge of programs such as Microsoft Word, PowerPoint or Excel, and other data base programs.
Experience working with professional students in an advising, counseling or similar environment.
Knowledge of University Policies and Procedures, UCI academic and student support services, Academic Senate Rules and Regulations, Family Rights Privacy Act.
Knowledge of Merage School policies and MBA program requirements.
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.
Crawl: Not Applicable
Climb: Not Applicable
Handle Objects: Constantly
Reach Above Shoulder Level: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Not Applicable
Perform Calculations: Occasionally
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: Not Applicable
Gas System: Not Applicable