Program Assistant

Job Description Involves managing or performing the administrative services or managing the full general operations of an academic or non‑academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short‑range strategic planning in determining the mission and directing all activities of multi‑disciplinary departments through subordinate management staff. In consultation with the Graduate Program Manager, the Tetrad Graduate Program Assistant uses professional concepts to coordinate, track and report student progress and assist with event coordination and logistics. The program assistant applies professional Student Services concepts, provides varied student services to students, faculty, and department/school/college management, works on moderately complex issues, and receives assistance on more complex issues. The Tetrad Graduate Program Assistant involves a range of student services duties and responsibilities for an academic department. Provides assistance to the program manager, faculty directors, faculty, and students in recruitment, admissions, student orientation and events, and related programs. Responsibilities Student Progression: Coordinates and tracks graduate student progression for the Tetrad Graduate Program including qualifying exams, advancement to candidacy, thesis meetings, thesis talks, rotation reporting, and HIPAA/OSHA trainings. Participates in the development and revision of standard procedures and guidelines for tracking student progression. Event Planning: Independently coordinate program‑related events including poster sessions, research in progress seminar series, student‑faculty talks, new student orientation, Tuesday Biochem seminar lunches. Assist with coordination of student recruitment events. Organize logistics such as vendors, venue, space rental, room reservations, catering, facilities requests, remaining under budget, and evaluate current and proposed services. Conferences: Organize faculty planning committee and assist with the coordination of the annual program conference including registration, housing, catering, scheduling speakers and transportation, and billing conference attendees. Financial: Process fee offsets, reimbursements, purchasing and contracts, departmental recharges and reconciliation related to program events and conferences. Research complex financial discrepancies and provide guidance on personnel policies, serving as point of contact for policy and problem resolution. Communications: Maintain student database. Maintain program website with updates to news and events, student publications, awards and honors, and create new pages as necessary. Prepare, maintain, e‑mail, and/or post promotional materials, including print or electronic brochures and posters. Special Projects: Provide assistance with additional programmatic tasks such as collating data for training grants and annual reporting, backup for student stipend payments, reviewing and analyzing student documents for CA Residency reclassification. Program Records: Maintain student databases; gather and analyze data; prepare annual reports on faculty participation in student progress and program events. Required Qualifications Bachelor's degree in a related area and/or equivalent experience/training. Minimum 1 year of related experience. Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, and students verbally and in writing. Solid organizational skills and ability to multi‑task with demanding timeframes. Ability to use discretion and maintain confidentiality. Preferred Qualifications Knowledge of common University‑specific computer application programs. Knowledge of department, organization, and University policies, procedures, and directives. Knowledge of department and school/college general and major course requirements. Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, and UCSF and external vendors. Prior experience with undergraduate or graduate‑level curricular affairs. Prior events planning experience. Prior experience with work/task management platforms for managing tasks and projects. #J-18808-Ljbffr UCSF Health