Program Support Administrator

Job Opening ID: 64958
Reports To: Administrative Director
Working Title: Program Support Administrator
Department: SOM-Graduate Studies
Bargaining Unit: CX
FLSA: Non-Exempt
Payroll Job Code: 004722
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Staff
 
Position Summary:
 
The UCI School of Medicine Office of Graduate Studies supports and advocates for graduate students including MD/PhD, PhD and MS populations. We are a central unit within the Dean’s office providing service and leadership as collaborative and engaged professionals in graduate education and student affairs. The MSTP provides comprehensive programmatic operations for over 60 MD/PhD students spanning multiple disciplines. The SOM Office of Graduate Studies oversees administration of over 120 PhD students and 40 MS students and provides general support for over 100 postdoctoral scholars.
 
The Program Support Administrator performs a variety of administrative duties requiring coordination with several campus offices and department/program managers for financial processing and purchasing. The Program Support Coordinator assists with day-to-day operations of the SOM Office of Graduate Studies and the Medical Scientist Training Program. This includes administration and support for purchasing, reimbursement, events, admission, recruitment, website. Position coordinates work with departments, students, faculty and staff and performs various administrative and clerical projects as assigned. Provides support to the MSTP administrative director and the director of the SOM Office of Graduate Studies.
 
Total Compensation:
In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits .

 

The expected pay range for this recruitment is $27.34 – $39.18 (Hourly Rate). The Full Salary Range for the salary grade this position is assigned to is $27.34 – $39.18 (Hourly Rate).
 
Department Website:

 

https://medschool.uci.edu/education/graduate-studies-home

 

Required:
 

• General office experience including organization, computing, and finance
• Bachelor’s degree in related area and / or equivalent experience/training.
• Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications. 
• Requires effective verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills. 
• Proficient in the ability to multi-task with demanding timeframes. 
• Ability to set priorities, perform assignments independently with general supervision, and complete work in a timely and accurate manner. Professionalism, composure and ability to maintain equanimity in challenging situations. 
• Ability to build and maintain strong professional relationships with others and engender trust from team members in one’s ability to cooperate and collaborate. Ability to communicate respectfully, openly, and honestly and too seek understanding through listening and questioning. 
• Skill in using discretion and maintaining confidentiality. Demonstrated ability to use sound judgment in responding to issues and concerns. Ability to assess needs and suggest solutions, options and plan of action. Independent thinking and ability to grasp complex concepts. 
• Working knowledge of basic policies and procedures governing finance transactions Working knowledge of Microsoft Office Suite and Canva. 
• Proven organizational skills. Ability to analyze, research and synthesize data with attention to detail. Skill in discovering and analyzing information to develop context, define problems, and propose solutions. 
• Ability to accept responsibility for work, acknowledge and learn from mistakes, maintain high ethical standards, and treat information according to appropriate privacy standards. Ability to attain professional growth and development, openly respond to feedback, accept responsibility for behaviors, and manage time and resources to achieve goals. 
• Ability to be resourceful, exercise sound judgment in working with others, respect diversity, and model inclusion Ability to arrange travel reservations and plans for others and process travel and entertainment expense reimbursements.

 
Preferred:
 

• General familiarity with graduate students and graduate programs Working knowledge of University policies for travel, purchasing and finance

 
Special Conditions Required:
 

• Due to the nature of the work for event coordination and office management, the work will be on campus and remote based on changing unit needs.

 

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page – https://hr.uci.edu/new-hire/conditions-of-employment.php
Closing Statement:

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 .
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected]