Graduate Program Coordinator - Hybrid

UCSD Layoff from Career Appointment : Apply by 05/26/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants : Eligible Reassignment clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite on Campus (3 days) and remote (2 days).

DESCRIPTION

The UCSD Health Sciences organization encompasses 14 departments (12 clinical, 2 basic sciences), 2 professional schools (School of Medicine and Skaggs School of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions. As a top-ranking, future oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment. The Vice Chancellor's Office follows a progressive philosophy of career-path development for its employees.

Under general supervision, incumbent is responsible for providing programmatic support for all aspects of the Neurosciences Graduate Program. This multi-disciplinary program includes approximately 100 graduate students and 150+ faculty. Responsible for Graduate Program event planning and coordination including Admissions, Recruitment, incoming Orientation, Fall Welcome Dinner, Boot Camp, Seminar Series, and Spring Retreat. Respond to daily inquiries/requests and assist with advising and counseling graduate students on general program policies and related matters. Advise and counsel prospective students about their UC eligibility and their relative competitiveness for the program, providing both short-term and long-range academic program planning for prospective students. Process on-line travel/disbursement requests, handle fund related issues, and track and analyze recruitment trends and applicant information for the Program Director & Admissions Committee. Using various computer software applications (Microsoft Word, Excel, Access, SharePoint, Adobe Professional, Photoshop) independently design and produce complex reports, spreadsheets, graphics, and promotional materials. Update and maintain Neuroscience Graduate Program database and website. Coordinate first year spring evaluations and rotation evaluations, research rounds schedules, grade submissions, journal club, various program committee meetings. Interpret and implement graduate policies, regulations, and requirements, and evaluation/monitoring of student progress and fulfillment of degree requirements. Provide Human Resources and Payroll support and work on special projects as needed.

Applies acquired skills, process, and policy knowledge to support professional health education program learners. Coordinates program operations, which include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

MINIMUM QUALIFICATIONS

• Six (6) years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training

• Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of health professions education industry.

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.

• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.

• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

• Demonstrated experience and ability to provide a high level of independent programmatic support in an academic environment.

• Demonstrated experience providing assistance, information, counseling, and advice to students on matters related to higher level educational programs.

• Demonstrated critical thinking ability to make recommendations toward program/curricular development, and workflow and process improvements.

• Excellent interpersonal skills to articulate program information and requirements to a variety of individuals with broad education, cultural, and language backgrounds utilizing tact, diplomacy and discretion. Ability to work in a team framework in conjunction with the principles of community.

• Demonstrated skill designing and producing various reports, tables, spreadsheets, brochures, and promotional materials for reporting and informational purposes.

• Solid computer skills using MS Word, Excel, Powerpoint, Access, email system, and a variety of web-based programs. Demonstrated ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and update websites. Demonstrated commitment to update/maintain technology skills with relevant computer software.

• Administrative experience scheduling meetings, conferences, and receptions with strict attention to detail and ability to organize tasks, documents and materials for events with efficiency and accuracy.

• Proven experience in researching and analyzing data and information and providing clear, concise reports.

• Knowledge of design and layout of Web pages. Experience updating and maintaining websites. Experience with graphics and desktop publishing software.

PREFERRED QUALIFICATIONS

• Experience with UCSD systems ( PPS, IFIS, ISIS, Studentlink, Travellink, and Pay Authorization).

• Knowledge of policies and procedures related to purchasing, travel, disbursements, human resources and payroll.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

• Occasional evenings and weekends may be required.

• Overtime may be required during peak periods (Aug, Sept, Jan, Feb, March).

• Vacations need to be scheduled during off-peak periods.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).