Program Coordinator

Shift Includes: Day, Weekend

Job Summary
The Program Coordinator is responsible for coordinating administrative tasks that support faculty, administrators, and students in the Pre-Health & Postbacc Programs, preparing students for successful admission to medical school and meaningful careers in medicine, particularly those from underrepresented backgrounds in the Monterey, Santa Clara, and Santa Clara regions.

Appointment Information
Budgeted Salary: $71,200 - $75,000 per year (salary commensurate with skills, qualifications, and experience).

Benefits Level Eligibility:

Full benefits.

Employee Classification:

Career appointment.

Job End Date:

None. No visa sponsorship available for this position.

Schedule Information
Full‑time, fixed. 100% of time, 40 hours per week. Days of the week: Monday–Friday, with occasional evenings and Saturdays as needed. Hybrid work schedule; requires work from home/remote and satisfies UCSC telecommuting agreement. Position located in the South Bay Area region (Santa Clara, CA).

Job Duties

Outreach & Recruitment (45%)
Assist with outreach and communication to prospective students.

Support shared‑inbox management and conduct personalized follow‑up communication.

Aid in maintaining outreach materials, program application, and website content.

Communicate with current students for ongoing support and retention.

Application & Admissions Operations (15%)
Assist with centralized application system workflows (e.g., WebAdMIT/CAS), including creation of statuses, exports, and system settings.

Prepare offer communications and support applicants through enrollment steps.

Contribute to the development and setup of application cycles.

Program & Course Administration (15%)
Program courses and programs in SIS platforms such as Higher Reach and Campus Marketplace.

Support coordination of cohort logistics, scheduling, registration tracking, and student access.

Troubleshoot and test SIS or scheduling issues to ensure accurate course and program programming.

Assist with HiR and web proofing.

Provide on‑site presence during workshops (including occasional weekends), ensuring classrooms are ready and facilities secured after hours.

Manage room reservations, confirm space availability, and handle key management and instructor access.

Curriculum Support (15%)
Update and assist with course numbers and codes for new courses.

Handle scheduling and programming of new courses.

Review and maintain updated syllabi and course descriptions.

Resource Development & Program Evaluation (5%)
Support development of student‑facing resources (e.g., program handbooks, guides) and assist in shaping internal documentation for workflows and applications.

Collect data and feedback to evaluate the effectiveness of the program.

Identify areas for improvement through surveys, data analysis, and collaboration with faculty on assessment strategies.

Instructor & Course Support (5%)
Assist instructor with course logistics, program information, and classroom needs.

Liaise with instructor and instructor support specialist to ensure they are prepared to teach and have necessary resources.

Required Qualifications

Bachelor's degree in a related area or equivalent experience/training.

Proficiency with enterprise systems and data operations (input, retrieval, analytics, decision support).

Analytical, critical‑thinking, and problem‑solving skills, with ability to develop and implement recommendations within established guidelines.

Advanced computer skills: Microsoft Suite, Google Suite, Adobe Acrobat DC, video conferencing (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.

Demonstrated planning skills to oversee cross‑functional projects and tasks.

Writing skills to prepare concise, logical, and grammatically correct correspondence and documents, with careful proofreading.

Highly‑effective communication and interpersonal skills.

Ability to work with others from diverse backgrounds, using insight, tact, and diplomacy to facilitate reasonable outcomes in a manner that supports campus Principles of Community.

Ability to exercise diplomacy and empathy in customer service, cultivating and maintaining 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 that provides 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, and 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 pre‑health subject matter areas.

Experience in marketing certificate programs and courses in an adult continuing education environment.

Experience recruiting and coordinating instructors in an academic environment.

Advanced knowledge of functional areas and understanding of how work impacts other areas of public educational programs.

Special Conditions of Employment

Required brief background check and employment misconduct disclosure process.

Ability to work long periods at a computer with or without accommodation.

Hybrid work schedule; must work from home/remote and fulfill UCSC telecommuting agreement.

Variable schedule including evenings and weekends.

Travel to multiple work locations on and off campus.

Maintain professional appearance and conduct suitable for a professional setting.

Complete required training within established time frames, including UC compliance training.

Compliance with University of California vaccination policy.

Mandated reporter under Child Abuse and Neglect Reporting Act; must report known or suspected child abuse or neglect.

Exercise discretion in managing sensitive information; ensure confidentiality and secure handling of records.

Misconduct Disclosure Requirement
Conditional candidates must disclose any administrative or judicial decisions within the last seven years indicating misconduct, current allegations or investigations, or appeals related to misconduct. Disclosures are required before employment begins.

Safety Statement
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, promote safety at work, and report actual and potential accidents and injuries promptly.

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. The University of California undertakes affirmative action and anti‑discrimination efforts in accordance with federal and state obligations.

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