Job Description

Payroll Title:
Hiring Pay Scale
$50,000 - $62,000 / Year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#122019 PhD Program Coordinator

Extended Deadline: Thu 3/30/2023

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 3/14/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 3/23/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

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


Under supervision of the Manager, Graduate Student & Instructional Services (GSIS), the customer-service oriented incumbent serves as PhD Program Coordinator for the largest and one of the most recognized PhD programs at UCSD. They will 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. The incumbent will provide back-up support on admissions and recruitment efforts. They are responsible for tracking and timely submission of all required documents for proper student academic progress, and will organize, arrange and schedule various activities including orientations, rotations, examinations, meetings, etc. Additionally, they will provide administrative support and schedule various activities for students and graduate committees, and compile, interpret and analyze data using multiple resources to make effective recommendations, and identify the need for and formulate policies/procedures. Other duties may be assigned.

This position will apply professional Student Services concepts, provide varied student services to students, faculty, and department / school / college management, and work on moderately complex issues. They will receive assistance on more complex issues.


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

  • Knowledge of advising and counseling techniques. 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 maintain 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 school. 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.

  • Multicultural competencies and experience working with diverse populations including students, faculty, staff, campus administrators and the public. Skill to listen and advise diverse personalities using independent and mature judgment.

  • Skills in service orientation, organization, active listening, and critical thinking. Ability to utilize independent decision-making skills. Demonstrated effective problem-solving skills. Ability to identify, research and analyze complex situations, recommend solutions and determine actions to be undertaken to effect resolutions. Demonstrated ability to follow detailed oral and written instructions with minimal supervision.

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

  • Ability in problem identification and reasoning. 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.

  • Ability to multi-task; verbal and written communication skills. Professional experience demonstrating organizational ability. Experience multi-tasking and setting priorities. Experience implementing multiple projects under a deadline. Ability to communicate effectively orally to individuals as well as to large and small groups. Superior language and communication skills including composition skills and the ability to adapt writing style and write concisely and persuasively.

  • Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.


  • Job offer is contingent upon satisfactory clearance based on background check results.

  • Overtime may be required.

Pay Transparency Act

Annual Full Pay Range: $37,900 - $85,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $18.15 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, 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).

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.

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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