Job Description

Payroll Title:
Hiring Salary Range
$50,000 - $61,600 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
8 hrs/day, Mon - Fri

#112650 MAE PhD Program Coordinator

Extended Deadline: Tue 11/30/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 11/29/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/09/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until position is filled.


Under the general supervision of the Director of Student Affairs, the incumbent is responsible for graduate student academic advising, graduate program admissions, recruitment, event planning, and curriculum development for the PhD program in Mechanical and Aerospace Engineering (MAE). Advises and counsels graduate students on all academic affairs matters and coordinates all necessary administrative processes related to graduate students in an academic department. Meets with students at various stages to review progress, provide information on course and program requirements, exam requirements, advancement to candidacy, dissertation defense, and final degree processing.

Coordinates and administers the admissions processes for graduate programs. Assists in the review of graduate program applications to evaluate, assess, and recommend files for admission potential. Represents the department in all matters pertaining to outreach and recruitment including, but not limited to, Research Expo, college fairs, sponsored campus activities, monthly campus information sessions, annual award and industry events, the annual Open House / PhD Recruitment Event, and individual interview sessions. Develops, organizes, and implements annual New Graduate Student Orientation


  • Bachelor’s degree in related area or related experience/training.

  • Knowledge of advising and counseling techniques.

  • Knowledge of University-specific computer application programs and pertinent databases.

  • Knowledge of University processes and procedures. Understanding of University rules and regulations.

  • Effective interpersonal skills. Ability to establish and maintain cooperative working relationships.

  • Ability to utilize independent decision-making skills, to identify, research and analyze complex situations, recommend solutions and determine actions to be taken to affect resolution. Ability to work with minimal direction and negotiate conflicts.

  • Ability to interpret academic material and adapt it for presentation in brochures, flyers and the general catalog.

  • Advanced writing skills to independently compose letters and memos, subject to review by supervisor, using correct spelling, grammar, punctuation, composition, text editing and proofreading skills. Compose, edit and proofread narrative sections of printed information.

  • Working knowledge of information technology systems and demonstrated ability to use computer software systems for word processing, database manipulation, electronic mail and spreadsheet software.

  • Ability to interact with and clarify procedures for faculty by means of research and management of new policies as needed.

  • Working knowledge of accounting principles, business math and bookkeeping for budget planning and analysis.

  • Basic knowledge of student immigration and visa processes pertaining to international students and scholars.


  • Overtime and weekends may be required.

  • Background check required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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