Job Description

Payroll Title:
Hiring Salary Range
$18.15 - $29.50 /hour
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#115189 PhD Program Coordinator

Extended Review Date: Thu 5/26/2022

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 03/23/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/31/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.


Applies professional Student Services concepts. Provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.

Under supervision of the Manager, Graduate Student & Instructional Services (GSIS), customer-service oriented incumbent serves as PhD Program Coordinator for the largest and one of the most recognized PhD programs at UCSD. Plan, direct and coordinate daily activities of the Doctoral and Joint Doctoral programs including graduate student advising, recruitment advising, course scheduling, course approvals, and graduate publications. Provide back-up support on admissions and recruitment efforts.

Responsible for tracking and timely submission of all required documents for proper student academic progress. Organize, arrange and schedule various activities including orientations, rotations, examinations, meetings, etc. 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.


  • Experience in academic advising, curriculum planning, course selection, etc. for university students. Skill in analysis, development, implementation, organization and management of academic and student programs and processes. Ability to main the confidentiality required by law for student grades, financial information, etc. as well as confidentiality of department business, etc.

  • Knowledge of University-specific computer application programs and pertinent databases. Skills, knowledge and ability with operating systems and a variety of software (proprietary and commercial) and web-based programs, willingness to update and increase skills as needed to meet the goals of the division.

  • Demonstrated ability to understand abstract concepts and computer data. Experience in use of various applications and databases. Skill to organize records and accurately extract data from a variety of sources including computerized databases to provide statistical reports/logs.

  • Knowledge of University processes and procedures.

  • Understanding of University rules and regulations. Thorough knowledge of the requirements for graduate admissions. Skill to articulate program descriptions and requirements to a variety of individuals with broad educational, cultural, and language backgrounds using tact, diplomacy and discretion.

  • Knowledge of Registrar’s regulations and procedures for scheduling, registration, enrollment, and grading. Proficient knowledge of UCSD travel forms, restrictions, and policies/procedures.

  • Effective interpersonal skills. Excellent customer service skills, with a sensitivity to student’s needs and concerns; ability to deal with difficult and unpleasant situations without losing composure. Experience in conflict resolution, strong leadership, organization, planning, and management practice skills as well as strong negotiation and decision-making skills.

  • Ability to utilize independent decision-making skills. Effective problem-solving skills. Ability to identify, research and analyze complex situations, recommend solutions and determine actions to be undertaken to effect resolutions. Ability to follow detailed oral and written instructions with minimal supervision.

  • Experience solving problems and successfully following multiple tasks through to completion, to work with changing priorities and to meet a multiplicity of demands, project goals, and shifting priorities while maintaining composure. Experience identifying situations for which no policy exists, to collaborate with others and to propose solutions.


  • Overtime may be required.

  • Job offer is contingent on clear Background Check.

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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