Job Description

Payroll Title:
Hiring Salary Range
$21.02 - $28.50 / Hour
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

#120933 Graduate Program Coordinator

Filing Deadline: Thu 2/9/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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 01/14/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/26/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Placement within the salary range is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.


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.


  • 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.

  • 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.

  • Strong 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.

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

  • Excellent organizational skills, analytical, and 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.

  • 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, and a variety of web-based programs. 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.


  • 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.


  • 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 Full Salary Range: $43,900 - $91,900 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

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

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

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.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

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