Job Description

Payroll Title:
Hiring Pay Scale
$57,127 - $58,359/year
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#129765 Program Coordinator and Grant Administrator

Filing Deadline: Fri 5/24/2024

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.

UCSD Layoff from Career Appointment: Apply by 5/11/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 5/22/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Housed within the Center for Research on Educational Equity, Assessment and Teaching Excellence (CREATE), the San Diego Area Writing Project (SDAWP), a California Subject Matter Project (CSMP), is one of nine discipline-based projects that provide rigorous professional development, designed by K-12 and university educators, to enhance learning for all students. CSMPs create communities of practice that promote high-quality teaching, leadership, and educational equity and seek to improve student achievement and learning by providing comprehensive, content-focused professional development for teachers, building teacher leadership, and creating and maintaining collaborative networks of K-12 teachers and university faculty.

Under the direction of the San Diego Area Writing Project Director, incumbent assists in the planning, developing and implementing creative and innovative strategies and procedures to manage all programs, service agreements, proposals/grants, and financial activities of the Project. This includes the planning and managing training and professional development programs to support subject matter competency and leadership development for K-16 teachers and program support for all Young Writers' programs.

Incumbent assists the Director in developing and maintaining collaborative relationships with other college-going programs, K 14, and other higher education institutions and community entities inside and outside of UC San Diego to meet Project mission and goals. In addition to providing strategic assistance to the Director and Teacher Leaders, incumbent is the principal point of contact for all program inquiries.

Incumbent is responsible for SDAWP fiscal support. Independently process reimbursements, payments, and purchase order requests, and reconcile and track expenses. Follow up and resolve any inconsistencies and missing items. Troubleshoot payments as needed.

Independently manage the day-to-day operation of the project needs, interact with large research/project teams, develop and implement procedures, communicate these procedures to team members, and document and archive developed protocols. Independently complete purchase orders, including acquiring quotes from vendors, reviewing details for accuracy, monitoring the purchase process, and answering vendor questions.

Independently manage CSMP Data collection and entries by working closely with San Diego Area Writing Project, San Diego Science Project, San Diego Science Project, and UC San Diego Math Project Directors.

Incumbent assists K-16 Border Region Program Director with creating Career Pathways Program (CPP) evaluations, administrating outreach and communication, serving as a backup to CPP's social media and website updates, and translating program content when applicable to Spanish.

Under the CAO's general supervision, incumbent is responsible for California Subject Matter Project fund management for San Diego Area Writing Project director. Act as a consultant to the director and CAO in formulating policies and procedures for fiscal matters, including analysis and reports. Duties include budget forecasting, budget analysis, cost tracking, and preparation of CSMP financial reports for the SDAWP Director and CAO with the assistance of a fiscal analyst.

  • Must have access to reliable transportation. Occasional evening and weekend work may be required.


  • Demonstrated experience performing various administrative duties, independently and working as part of a team, in accomplishing goals.

  • Experience in organizing office meetings and other special events. Experience with events management and ability to effectively communicate with all constituents: students, staff, community, school partners, etc. Proven skills to handle logistics from a wide variety of special events including workshops, seminars, conferences, and outreach.

  • Demonstrated outreach concepts and content management experience both in print format andweb-based medium: develop materials, handouts, and visual presentations; translate, interprettechnical content and information into layman's terminology for various audiences.

  • Demonstrated ability to schedule and coordinate conferences, events, and meetings and to write and distribute flyers.

  • Excellent customer service or reception experience sufficient to provide clear, accurate information and instructions.

  • Strong computer skills and knowledge of MS Office, including Word, Excel, and Google G Suite, as well as email applications and internet browsers. Proficient in computer applications such as Google Docs and webpage editing software.

  • Excellent interpersonal skills and the ability to work with a diverse populations whilecommunicating clearly and effectively in grammatically correct English on the telephone, through e-mail, and in-person while demonstrating tact and diplomacy.

  • Ability to initiate and follow-through on multiple assignments, prioritize workload to meet deadlines and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting attention to detail and a high degree of accuracy at all times.

  • Ability to present an overall professional appearance and positive attitude, including tact, diplomacy and hospitality.

  • Accurate typing at a moderate speed, word processing and data entry skills with ability to edit and proofread with accuracy.

  • Demonstrated organizational skills, ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth workflow. Skill to organize large volumes of material.

  • Ability to work independently and effectively with indirect supervision to complete tasks and meet deadlines. Ability to maintain confidentiality and use discretion in handling sensitive matters.

  • Demonstrated written and oral communication skills.

  • Demonstrated ability to maintain confidentiality and to use discretion and good judgment in handling sensitive matters with individuals, with groups, on the phone, or in email.

  • Ability to establish and maintain cooperative relationships with school district administrators, school teachers, trainers, and community contacts.

  • Ability to identify issues of importance to CAO and Directors, ability to prioritize information, and identify areas needing further explanation or discussion. Ability to identify potentially difficult situations for discussion with CAO and Directors.

  • Demonstrated skill to analyze and prepare budgets, identify spending patterns and communicate budget concerns to appropriate persons.

  • Skill to develop and implement long-range plans. Skill to identify and effectively coordinate resources to meet program needs.

  • Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. Demonstrated skill to analyze and prepare budgets, identify spending patterns and communicate budget concerns to appropriate persons.


  • Fluency in Spanish.


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

  • This position is subject to the Child Abuse and Neglect Reporting Act (CANRA) requirement.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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 is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit:
For the University of California’s Anti-Discrimination Policy, please visit:

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

Application Instructions

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