Posted: 26-Dec-24
Location: Los Angeles, California
Internal Number: 145431104
Under the general direction of the Associate Director of Financial Operations, the Program Coordinator conducts all administrative and financial support functions for the Graduate Programs in Bioscience (GPB) and Medical Scientist Training Program (MSTP). The GPB is a consortium comprising 12 affiliated home areas housing 8 Ph.D. programs in the David Geffen School of Medicine (DGSOM) and the College of Letters and Science’s Division of Life Sciences. The MSTP is an NIH-funded training program for MD/PhD students at DGSOM.
The fast-paced job will require skills in financial management and analysis, along with a thorough understanding of university business and financial policies, particularly concerning graduate student funding. The coordinator must also cultivate and sustain strong relationships with faculty, staff, and students throughout the DGSOM and the life science division of the College of Letters and Science.
The Program Coordinator is expected to work independently while reporting to the Associate Director. This role involves applying professional concepts in student and financial services to assist students, faculty, and various departments. In collaboration with the Associate Director, the coordinator will oversee daily operations, which include supporting financial functions, admissions and recruitment for the pipeline program, event planning, tracking student academic progress, assist with training grant data, handling reimbursements, and maintaining program listservs and websites. The coordinator will address financial service issues of moderate complexity, requiring a comprehensive analysis of diverse factors. Primary duties include:
- In collaboration with the Associate Director and Program Manager, assist with planning and executing program admissions, recruitment, events, and outreach conferences.
- Process all term award (tuition and fees) payments, and non-employment student financial scholarship support for MSTP and GPB students.
- Regularly monitor student accounts and reconcile any discrepancies.
- Serve as the first point of contact for students, SAOs, and staff with student payment-related questions. Provide guidance to program administrators on university policies and procedures on Academic Apprentice Personnel (AAP) Policy for graduate students employed as Graduate Student Researchers (GSR) or Academic Student Employees (ASE).
- In collaboration with MSTP leadership and Associate Director, support all aspects of the MD-PhD Richard Morgan Undergraduate Fellowship (RMUF) pipeline program.
- Assist with travel coordination and planning of program business meetings and entertainment administration, including student travel to conferences, departmental events, and programmatic activities.
- Update and manage departmental record keeping and record retention.
· Maintain alumni data records for MSTP and GPB.
Salary Range: $32.76 - $34.08/hr
Required:
At least one year of experience in higher education administration finance, student financial aid, scholarship administration, or a related field.
Knowledge and experience with university policies and procedures related to finance and business processes, including merit-based student financial aid, travel and entertainment administration, purchasing/procurement, and sponsored research administration.
Must possess strong time management skills, including the ability to set priorities, work independently on multiple projects with minimal supervision, and complete work in a timely and accurate manner.
Skill in organizing and maintaining up to date, accurate bookkeeping records online and maintaining alpha-numeric files.
Strong verbal and written communication and interpersonal skills to effectively communicate and explain policies and procedures while maintaining cooperative working relationships with faculty, students, staff, and other administrative personnel.
Strong analytical skills in researching and analyzing information to develop context, define problems, and propose solutions.
Ability to manage highly sensitive information and maintain confidentiality in accordance with all university regulations and guidelines.
Demonstrated knowledge of merit-based financial aid mechanisms. Ability to arrange travel reservations and plans for others and process travel and entertainment expense reimbursements.
Proficient in using Microsoft Word, Excel, PowerPoint, Qualtrics, and Adobe Acrobat with accuracy and appropriate formatting.
Experience developing reporting and tracking systems for financial activity across departments.
Working knowledge of university accounting policies and procedures, including purchasing, travel and entertainment, personnel and payroll, and query databases.
Must exhibit a high level of professionalism, including respectful communication and the ability to maintain composure and courtesy in high-pressure situations.
Ability to occasionally work early mornings, evenings, and weekends.
Ability to perform light physical labor such as event set-up, breakdown, and supply inventory management.
Must be able to occasionally lift and/or move 25 pounds.
Demonstrated commitment to high-quality, detail-oriented work, continual improvement, maintenance of the highest professional standards, and critical and creative thinking.
Ability to be resourceful, exercise sound judgment in working with others, respect diversity, and model inclusion.
Ability to attain professional growth and development, openly respond to feedback, accept responsibility for behaviors, and manage time and resources to achieve goals.
Preferred:
Working knowledge of UCLA programs, services, departments, procedures, forms, and where to go to get issues resolved.
Knowledge of UC-wide Academic Personnel Policies, including GSR and ASE union contracts.
Skill in using university online financial system reports. Ability to manipulate and utilize existing data within financial databases.
Skill in organizing material, information, and people to optimize efficiency and minimize duplication of effort.
