Program Coordinator

Job Summary The Program Coordinator of the Pre-Health & Postbacc Programs is responsible for performing the administrative tasks necessary to support faculty, administrators, and students involved in this program. Location Silicon Valley (Santa Clara, CA) Appointment Information Salary : $71,200 - $75,000 per year. Salary is commensurate with skills, qualifications, and experience. Benefits : Full benefits. Position Type : Full‑time, Fixed. Hours: 40 per week, Monday‑Friday, with occasional evenings and Saturdays as needed. Hybrid work schedule; requires ability to work remotely and on‑site. Travel : Up to 25% of time. No visa sponsorship is available for this position. Job Duties 45% – Outreach & Recruitment Assists with outreach and communication to prospective students. Supports shared inbox management and conducts personalized follow‑up communication. Aids in maintaining outreach materials, program application, and website content. Communicates with current students for ongoing support and retention. 15% – Application & Admissions Operations Assists with centralized application system workflows (e.g., WebAdMIT/CAS), including creation of statuses, exports, and system settings. Prepares offer communications and supports applicants through enrollment steps. Contributes to the development and setup of application cycles. 15% – Program & Course Administration Programs courses and programs setup in SIS platforms such as Higher Reach and Campus Marketplace. Supports coordination of cohort logistics, including scheduling, registration tracking, and student access. Troubleshoots and tests SIS or scheduling issues and ensures accurate course and program programming. Assists with HiR and web proofing. Provides on‑site presence during workshops (including some weekends), ensuring classrooms are open, set up, and facilities are secured after hours. Manages room reservations, confirms space availability, and handles key management/instructor access. 15% – Curriculum Support Updates and assists with course numbers and codes for new courses. Handles scheduling and programming of new courses. Reviews and maintains updated syllabi and course descriptions. 5% – Resource Development & Program Evaluation Supports development of student‑facing resources (e.g., program handbooks, guides) and assists in shaping internal documentation for workflows and applications. Collects data and feedback to evaluate the effectiveness of the program. Identifies areas for improvement through surveys, analysis of student performance data, and collaboration with faculty on assessment strategies. 5% – Instructor & Course Support Assists instructor with course logistics, program information, and classroom needs. Liaises with instructor and instructor support specialist to ensure they are prepared to teach their courses and have the necessary resources. Required Qualifications Bachelor's degree in a related area and/or equivalent experience/training. Proficient in working with enterprise systems and the associated data such as data input, data retrieval (e.g., reports), and data analytics, with the ability to provide recommendations and decision support based on data analysis findings. Analytical, critical thinking, and problem‑solving skills to analyze and interpret policies, procedures, and situations in a multi‑faceted way and develop and implement creative recommendations and solutions within established guidelines. Advanced computer skills including experience with Microsoft Suite, Google Suite, Adobe Acrobat DC, video conference (i.e., Zoom), and database systems. Excellent organizational and time‑management skills to independently track and coordinate activities, set priorities, manage deadlines, and maintain superior service levels in a professional manner. Demonstrated planning skills with the ability to understand and apply project‑management concepts and practices to oversee cross‑functional projects, efforts, and tasks. Writing skills sufficient to prepare concise, logical, and grammatically correct correspondence and documents, with an ability to carefully proofread and edit one's own work and the work of others. Highly‑effective communication and interpersonal skills. Ability to work with others from diverse backgrounds, using insight, tact, and diplomacy to facilitate reasonable outcomes in support of the campus Principles of Community. Employs diplomacy and empathy in customer service, cultivating a positive interpersonal environment with internal and external clients. Ability to cope with ambiguity, frequent interruptions, changing priorities, and competing deadlines. Ability to recall, retrieve, and communicate detailed information quickly, clearly, and accurately. Preferred Qualifications Education focus in Education/Higher Education, Psychology, Public Health, STEM disciplines, or a related field providing perspective on student experience and pre‑health career interests. Familiarity with FERPA and other privacy regulations and practices and ability to maintain confidentiality of sensitive records. Knowledge of continuing education culture, current public education programs, and trends, with experience working with adult students. Advanced knowledge of accredited and certificate program instruction and delivery methodologies, organization, market, and business strategies. Experience and expertise in subject matter areas of pre‑health fields. Experience recruiting and coordinating instructors in an academic environment. Advanced knowledge of functional areas and how work impacts other areas of public educational programs. Special Conditions of Employment Selected candidate will be required to pass a pre‑employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Ability to work long periods of time at a computer with or without accommodation. Must be able to work a hybrid schedule and fulfill the requirements of the UCSC telecommuting agreement. Ability to work a variable schedule including evenings and weekends. Ability to travel to multiple work locations on and off campus. Ability to maintain appearance and conduct suitable for a professional setting. Selected candidate will be required to complete training within established time frames as directed, including UC compliance training. Employees are required to comply with the University of California vaccine program. Position identified as a Mandated Reporter; requires reporting known or suspected child abuse or neglect as defined by CANRA. Exercise utmost discretion in managing sensitive information learned in the course of duties. Safety Statement All UCSC employees must understand and follow job safety procedures, attend required health and safety training, promote safety at work, and promptly report actual and potential accidents and injuries. EEO/AA The University of California is an Equal Opportunity Employer. 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 Anti‑Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor. #J-18808-Ljbffr