Under the general direction of the Program Director, the incumbent will take the leadership role in the administration of the new Master of Quantum Science and Technology (MQST) program and associated externally funded education grants within the Department of Physics and Astronomy. The Administrative Officer 2 will execute the goals and objectives in all areas that serve and support the graduate master's program administration and the financial portfolio as well as student services. The incumbent will plan, direct and evaluate all student service functions assuring compliance with University policy, procedure and audit standards as well as meeting legal and other relevant agency and organizational requirements. Provide resources to students such as counseling services and handle administration of numerous departmental academic areas which include (but are not limited to) course scheduling and event planning. Serve as the financial steward of the programs revenue by allocating funds toward program marketing, industry outreach and the overall growth of the major. Advise graduate students on policies, procedures, and degree requirements. Assess, record, and communicate academic progress to students. Compile pertinent data and produce requested ad hoc reports to collaborate and make recommendations to the program's Fund Manager(s), Chair, CAO, Director and Faculty about financial grants, projections, budgets, curriculum and student progress. Manage the programs annual schedule of classes based on the needs of graduate students. Submit requests for changes, updates, and revisions to program course offerings in the Course Inventory Management System (CIMS). Manage the MQST student admissions process, including preparation of relevant materials, recruitment, and application processing. Respond to applicant inquiries. Evaluate foreign transcripts and credentials for compliance with UCLA and department standards. Create, maintain and update admissions databases as required to manage the admissions process. Counsel students on visa requirements and alien regulations. Plan, organize and assist and/or lead the annual New Graduate Student Orientation. Other general administration duties include, but are not limited to: supporting events, photocopying course materials, managing conference rooms/common areas and equipment, track space assignments, manage group rosters (mail and email), place orders, collect invoices, reconcile travel expenses, parking coordination and other duties and projects as assigned by the Program Director.
Percentage of Time:
100%
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Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
21
Records
Qualifications
Required/Preferred
1. Knowledge of UC general recruiting, hiring, payroll, and personnel practices.
Preferred
2. Knowledge of UCLA online systems for payroll, accounting, student record keeping and other applications.
Preferred
3. Ability to analyze and reconcile detailed financial data.
Required
4. Skill in compiling, analyzing, and organizing information and statistics for reports and reviews.
Required
5. Ability to write clearly and concisely for a wide range of purposes.
Required
6. Excellent written and verbal communication skills for interacting with diverse groups and individuals. Ability to act as an advocate for program interests.
Required
7. Ability to retrieve online information and computer-generated reports.
Required
8. Strong skill in organizing administrative processes and functions.
Required
9. Strong ability to accurately project and reports financial status of accounts.
Required
10. Skill in designing and implementing extensive databases to capture personnel, financial, and other information.
Required
11. Proficiency in using spreadsheet, database, and graphics software, including advanced functions to prepare budgets, financial reports, and analyses.
Preferred
12. Knowledge of immigration and residency policies.
Preferred
13. Experience as a Student Affairs Officer. Knowledge of UCLA graduate and undergraduate student affairs policies and procedures.
Preferred
14. Skill in independent thinking about marketing, public relations and event planning related to the MQST program.
Required
15. Skill in autonomous problem solving necessary for leadership of the MQST program.
Required
16. Knowledge of UCLA online systems for student affairs, such as OASIS/SIS, CIMS, SRWeb, SLATE, Decision Manager, Go.Grad.
Preferred
17. Ability to make oral group presentations to provide information on academic programs and explain admission procedures and policies.
Required
18. Experience in academic recruitment for TAships. Familiarity with the academic students (ASEs) labor contract agreements.
Preferred
19. Knowledge in efficiently administering student VISAs in collaboration with the Dashew center on but not limited to: F-1, OPT, CPT, etc.
Preferred
20. Technical skills in Microsoft Office (Word, Excel, etc.) and other platforms such as but not limited to: DocuSign, Zoom, etc.
Preferred
21. Ability to type 50 words per minute.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
07-06-2023
External Posting Date:
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