Company: University of California- Irvine Medical Centers
Posted on: May 16, 2020
Updated: Apr 24, 2020
Location: UC Irvine Campus
Department: COMPARATIVE LITERATURE
Recruitment Number: 6153
Reports To: MGT SVC OFCR 2 SUPV
Working Title: Administrative Analyst
Cost Center: COMPARATIVE LITERATURE
Bargaining Unit: 99
Job Code: 007243
Job Location: UCI Campus - Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Under the general direction of the MSO, department chairs, and
graduate directors, performs a full range of professional duties
relating to Graduate Program Coordination for the Departments of
Comparative Literature and European Languages and Studies. Manages
the day-to-day administration of the Ph.D. programs in Comparative
Literature and German and the M.A. Program in European Thought and
Culture. Liaises with the SOH Office of Graduate Studies (OGS) and
Graduate Division to accurately advise faculty and students on
graduate policy and procedure. Coordinates graduate student
recruitment and admissions, and processes applicant files in SLATE.
Advises faculty on the recruitment process, admissions packages,
fellowship eligibility, and strategies to maximize use of
resources. Organizes graduate recruitment activities, coordinating
schedules and travel arrangements within a prescribed budget and
processes graduate student reimbursements. Maintains detailed
records of graduate student progress and committees and regularly
monitors graduate student progress for timely completion of
requirements. Reminds graduate students and faculty of deadlines
and coordinates meetings and exams. Organizes continuing fellowship
competitions and advises faculty and students on application
procedures and eligibility. Coordinates graduate student employment
with OGS, determining employment eligibility, processing paperwork,
and maintaining files. Updates and maintains the Graduate Handbook
and other published graduate program information as required, and
processes modifications to degree programs as directed. Completes
special projects as required. Under the general direction of the
Department Chairs and MSO, performs a range of professional duties
relating to Academic Personnel for the Departments of European
Languages and Studies and Comparative Literature. Duties include
the coordination and preparation of non-Senate personnel actions,
Unit 18 Lecturers, and Visiting Scholars. Consults with MSO,
Academic Personnel staff, and the Unit 18 MOU and advises faculty
on non-Senate academic personnel policies and procedures.
Coordinates and prepares J-1 Visa packets as needed for
international visitors and faculty. Coordinates non-Senate
recruitments. Prepares and processes sabbatical and leave requests
and summer salary. Assists MSO with gathering materials for Senate
academic personnel files. Completes special projects as
BA/BS with minimum 2 years experience or an equivalent combination
of education and experience.
INTERPERSONAL COMMUNICATION: Must be able to positively and
constructively communicate and interact with others at work.
CONFIDENTIALITY: Must be able to maintain confidentiality and use
discretion in handling position responsibilities. ORGANIZATIONAL
SKILLS: Must be able to organize, track, and report on job tasks
readily. Must maintain proper files and reports on all job
functions. Skill to work independently and to coordinate with
others toward an orderly and accurate completion of varied
projects. Experience in working as a team to complete a variety of
goals and objectives. Ability and willingness to maintain a
positive attitude and contribute both as an individual and as a
team member to achieve the goals and objectives of the Departments.
WRITTEN COMMUNICATION: Proficient command of written English.
Excellent writing, editing, and proofreading skills and the ability
to compose letters, memoranda, and other documents using
word-processing, spreadsheet, and database software. TECHNICAL
SKILLS: Willingness to take initiative in learning new systems and
needed administrative skills. Experience with providing financial
account projections, analysis and reports. Working knowledge of
computer software and online programs including the following:
Microsoft Office (Word, Excel, Power Point, Outlook). Adobe
Acrobat. Working experience with student admissions process and
programs using admissions platforms.
Experience working with SLATE. Working experience with foreign
student visa process. Working experience with a wide range of
student funding sources and methods. Working experience providing
support to student support through a wide range of topics, ranging
from the admissions process, tuition, tutoring, academic support
and resources available, leaves, university guidelines and
policies. Working knowledge of FERPA guidelines. Experience in
content generation, copywriting and editing for print, web design,
and/or social media.
Experience working with non-Senate personnel appointments and
familiarity with the UC/Unit 18 MOU. Knowledge of UCI Non-Senate
Academic Personnel processes and procedures.
Experience working with J-1 and F-1 visa processing.
Knowledge of foreign languages.
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.
The University of California, Irvine is an Equal
Opportunity/Affirmative Action Employer advancing inclusive
excellence. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual
orientation, gender identity, national origin, disability, age,
protected veteran status, or other protected categories covered by
the UC nondiscrimination policy.
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) 824-0500. Share: mail
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Keywords: University of California- Irvine Medical Centers, Irvine , Administrative Analyst, Professions , Irvine, California
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