General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Academic Programs Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | INACTIVE-UC MEXUS-RED | Supervisor | Hidalgo, Susana L | Department Head | Exequiel Ezcurra |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 4724 | BLANK AST 1 | .49 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Bilingual at an academic and professional level in both English and Spanish |
Level of Supervision Received
| General Supervision |
Items Used
Position Purpose
| Under general supervision, the Academic Programs Coordinator provides specific admininstrative assistance and database management for all academic programs housed and coordinated at UC MEXUS. The incumbent assists the Academic Programs Officer and Academic Programs Director during the recruitment and promotion processes of these programs and act as first point of contact for the Department. They are directly and independently responsible for the design and layout of the Academic Programs newsletter, as well as all social media functions, such as the Academic Programs Facebook page for UC MEXUS Academic Programs and UC MEXUS Grants Programs. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Graduate Student Programs | 70 |
| 1. Independently serves as initial point of contact
2. Provides advisement and specific information to prospective students on their eligibility to apply to the program 3. Interprets and explains program requirements and policies of UC MEXUS and UC MEXUS' collaborative (program and financial) partner, CONACYT to applicants 4. Determines timelines, sets deadlines and converts reporting materials to electronic format for retrieval 5. Designs digital formats and determines processes for data collection and sets up files for participants 6. Maintains records and databases for both applicants and enrolled participants for easy retrieval by others 7. Prepares financial and academic files for new program participants 8. Determines format, maintains and provides reports and backup disks from database programs 9. In conjunction with front office receptionist, coordinates travel of academic programs staff and program participants as requested. 10. Sends informational materials as requested about UC as well as UC MEXUS /CONACYT collaborative academic programs to interested persons 11. Assists with mailings specific to UC MEXUS academic programs, including award letters and documents to program assistants, Graduate Divisions and academic departments at all 10 UC campues 12. Communicates with financial administrators and fellowship coordinators at UC campuses to obtain information regarding payment of departmental support 13. Independently communicates directly with fellows to obtain appropriate information and documents to complete participant files. 14. Sends reminders and provides follow-up to obtain final reports from program participants 15. Provides consultation to organizations, institutions, and universities in Mexico to collaborate in collecting and verifying information and determine eligibility of program participants 16. Coordinates with front office receptionist to order supplies for department |
|
| Postdoctoral Fellows Program | 15 |
| 1. Organizes paper application materials for review by others and sets up files for participants
2. Communicates with postdoctoral participants once they arrive at their respective campus to obtain personal contact information 3. Mails and coordinates committee reviewer packets for academic programs and grants programs 4. Sends out final report and follow-up letters to participants 5. Mails and coordinates award packets for academic programs |
|
| Other Duties | 5 |
| 1. Responsible for the maintaining and updating of the searchable UC MEXUS mailing list database
2. Assists UC MEXUS with mass mailings and conference material assembly as requested 3. Provides occasional assistance at front desk and main telephones 4. Provides logistical coordination at meetings, conferences and other events sponsored by UC MEXUS as necessary |
|
| Social Media and Publications | 5 |
| 1. Independently sets up and maintains academic programs and grants programs Facebook page
2. Responsible for publishing, design, layout, and electronic conversion of content; as well as electronic and physical distribution of the academic progams newsletter, "La Monarca" 3. Responsible for the creative design and layout as well as printing and distribution of various informational materials |
|
| General Assistance to Academic Programs Officer and Director | 5 |
| 1. Provides internet/telephone/hard paper research about UC campuses, departments and Mexican universities
2. Schedules meetings and provides department office coordination and phone coverage during the absence of director and coordinator while they are traveling throughout the UC system and Mexico |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| 1. Ability to speak, read and write in both Spanish and English at a professional level
2. Administrative experience in an office environment providing administrative support for staff, management and outside scholars 3. Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken 4. Skill in communicating effectively and professionally using tact and diplomacy 5. Ability to maintain confidentiality at all times 6. Experience with automated forms and programs for various functions 7. Skill in accurate record keeping with strict attention to detail 8. Skill in organizing tasks, documents and materials with efficiency and accuracy 9. Skill in creating spreadsheets and reports using appropriate software applications 10. Skill in entering data into databases or spreadsheets 11. Skill in making appropriate job decisions following established policies and past practices 12. Skill in independently researching questions and making appropriate contacts for problem solving. 13. Experience, skill and ability to utilize a personal computer for various on-line and stand-alone software programs |
|
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
1. Experience and Education, or a combination of both, equivalent to a bachelors degree
2. Experience in an academic business office setting |
|
| Posted Position Purpose |
|---|
| Under general supervision, the Academic Programs Coordinator provides specific admininstrative assistance and database management for all academic programs housed and coordinated at UC MEXUS. The incumbent assists the Academic Programs Officer and Academic Programs Director during the recruitment and promotion processes of these programs and act as first point of contact for the Department. They are directly and independently responsible for the design and layout of the Academic Programs newsletter, as well as all social media functions, such as the Academic Programs Facebook page for UC MEXUS Academic Programs and UC MEXUS Grants Programs. |
| Posted Minimum Requirements |
| 1. Ability to speak, read and write in both Spanish and English at a professional level 2. Administrative experience in an office environment providing administrative support for staff, management and outside scholars 3. Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken 4. Skill in communicating effectively and professionally using tact and diplomacy 5. Ability to maintain confidentiality at all times 6. Experience with automated forms and programs for various functions 7. Skill in accurate record keeping with strict attention to detail 8. Skill in organizing tasks, documents and materials with efficiency and accuracy 9. Skill in creating spreadsheets and reports using appropriate software applications 10. Skill in entering data into databases or spreadsheets 11. Skill in making appropriate job decisions following established policies and past practices 12. Skill in independently researching questions and making appropriate contacts for problem solving. 13. Experience, skill and ability to utilize a personal computer for various on-line and stand-alone software programs. |
| Posted Preferred Qualifications |
| 1. Experience and Education, or a combination of both, equivalent to a bachelors degree 2. Experience in an academic business office setting |