Job Description

Payroll Title:
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#114133 Graduate Program Affairs Coordinator

Extended Deadline: Wed 6/1/2022

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 01/31/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/10/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The UC San Diego 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.

The Biomedical Sciences Graduate Program (BMS) is the largest graduate program in Health Sciences with over 175 students. As an umbrella program, instruction and research occurs at multiple sites with nearly 300 faculty members from 30 university departments and 10 external institutions, such as Sanford Burnham Prebys Medical Discovery Institute, the Salk Institute, the Scripps Research Institute, La Jolla Institute for Immunology, and the Craig J. Venter Institute.

The BMS doctoral program has a flexible and broad-based curriculum which leads to the following degrees: Ph.D, MD/Ph.D, PharmD, and BMS Ph.D. specializations in Anthropogeny, Bioinformatics, Multiscale Biology, and Quantitative Biology. Students can pursue research in Cancer Biology, Cell & Developmental Biology, Computational Biology and Data Science, Genetics & Genomics, Immunology, Microbiome & Microbial Sciences, Molecular and Structural Biology, Molecular Pharmacology and Drug Discovery and, Neurobiology of Disease. Cross-Disciplinary Training Centers are also available in Anthropogeny, Glycobiology, Q-Bio, and Multi-Scale Biology.

Under general supervision, incumbent is responsible for providing programmatic support for all aspects of the Biomedical Sciences Graduate Program. This multi-disciplinary program includes approximately 180 graduate students and 225+ faculty. Under supervision of the Biomedical Sciences Program Director and working closely with the Chairs of Admissions and Recruitment, this position develops, implements and evaluates recruitment and admissions processes. Incumbent serves as a specialist in every aspect of the program’s admission cycle including, but not limited to: annual revision of admissions materials, receipt, initial analysis and tracking of all applications and supporting documents, distribution of applications to admissions committee and chair and working closely with the Graduate Division.

Incumbent will advise and counsel prospective students about their eligibility and their relative competitiveness for the program, providing both short-term and long-range academic program planning for prospective students. Assist with all Graduate Program event planning and coordination including Admissions, Recruitment, Orientation and the annual Fall Retreat. Provide administrative support and schedule various activities for students and graduate committees. Compile, interpret and analyze data using multiple resources to make effective recommendations, and identify the need for and formulate policies/procedures. Organize, arrange, schedule meetings and related activities and provide administrative support to the admissions and recruitment committee. Coordinates all aspects of recruitment visits, and other duties as assigned.


  • Six (6) years of related experience, education/training, OR an Bachelor’s degree in related area plus two (2) years of related experience/training.

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

  • 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.

  • 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.

  • 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.

  • 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.

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


  • Experience with UCSD systems ( PPS, IFIS, ISIS, Studentlink, Travellink, Oracle, UC Path, and Pay Authorization).
  • Knowledge of policies and procedures related to purchasing, travel, and disbursements.


  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.

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

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health 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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