Fellowship Administrator - 133399

The Division of Graduate Education and Postdoctoral Affairs (GEPA) is the central resource for all matters related to graduate education and postdoctoral affairs at UC San Diego. Our team is there at every step in a scholar's journey, helping them navigate their path from admission to graduation to the training environment and beyond. Working in collaboration with faculty, staff, and students across campus, GEPA guides today's scholars on their upward trajectory to becoming tomorrow's leaders.

The Fellowship Administrator works in close partnership with the Graduate Financial Support Unit (FSU) Financial Services Analyst to ensure efficient and accurate fellowship administration on behalf of the Division of Graduate Education and Postdoctoral Affairs (GEPA). The Fellowship Administrator supports graduate and professional students and postdoctoral scholars in seeking, applying for, and securing extramural and intramural fellowships by promoting opportunities, conducting outreach and training sessions, and advising on how to draft strong application materials. Annually, the Fellowship Administrator coordinates each fellowship's comprehensive call for nominations process, manages the faculty selection committee formation and training process, and ensures timely disbursement of funds for all fellowship awards managed by GEPA. The Fellowship Administrator is responsible for learning, understanding, becoming an expert in, and then training others on multiple complex technology systems related to fellowships, such as: the admissions application system, student/employee information systems, financial aid payment systems, advancement gift tracking systems, national fellowship databases, and grant management systems, as well communication tools such as website content management systems, customer relationship management systems, collaborative document editing tools, and more. At the direction of the Director of Professional Development & Fellowships, the Fellowship Administrator performs miscellaneous advising, project management, and student affairs support on behalf of GEPA.

• Please submit a cover letter along with a resume for a complete application.

• Working knowledge of student financial support processes, policies, and procedures.

• Experience with fellowship and/or financial administration or coordination.

• Experience with advising and/or advising graduate students.

• Demonstrated skill to independently organize and prioritize high volume of work, meet deadlines during peak periods, and work in an environment with frequent interruptions.

• Solid verbal and written communication skills. Ability to write clearly and succinctly for a variety of purposes and audiences, such as in email announcements, internal and external documentation of fellowship guidelines, and one-on-one correspondence with faculty, students, and staff. Ability to verbally communicate clearly and respectfully to stakeholders.

• Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.

• Ability in problem identification and reasoning; ability to develop original ideas to solve problems.

• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.

• Multicultural competencies; ability to work with diverse populations.

• Interpersonal skills.

• Proficient in Excel/Google suite.

• Working knowledge of advising and counseling techniques.

• Background Check required.

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Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace