#99075 Graduate Program Coordinator - Part-Time

La Jolla, CA
Apr 19, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 04/19/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/01/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Medicine is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego and employs 486+ full-time salaried faculty members and 100+ academic appointees. Staff personnel include 600+ staff in 9 bargaining units, students, and volunteers. There are 250 clinical faculty practicing at multiple sites and hospitals.

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.

The Graduate Coordinator for the Department of Medicine, Division of Infectious Diseases and Global Public Health, SDSU/UC San Diego’s Joint Doctoral Program (JDP) in Interdisciplinary Research on Substance Use (IRSU) is responsible for all aspects of the doctoral program.

Responsibilities include counseling students; analyzing, interpreting and implementing departmental and university broadly defined policies; participating in the department’s Graduate Program Committee, Graduate Admissions Committee, and Teaching & Scheduling Committee; and coordinating publicity for the graduate program in various venues.

The Graduate Coordinator maintains admission, financial, and academic program files on all graduate students and serves as the liaison between the department and Graduate Division, campus-wide graduate student affairs units/departments, San Diego State University, and the community. They make recommendations to the Chair, MSO, Graduate Program Co-Directors, Graduate Program Committee, Graduate Admissions Committee and Science Studies Program Advisor on matters related to Graduate Affairs.

  • Bachelor's Degree in related area; and/or equivalent experience/training

  • A minimum of two (2+) or more years of program coordination experience.

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

  • Strong 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.

  • Executive level administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.

  • Must be able to communicate effectively in administrative meetings regarding all areas involved with the T32 - academic, fiscal, administrative, and management.

  • Demonstrated experience formatting manuscripts for submission.

  • Experience or familiarity with grant proposal preparation and submission. Knowledge of contracts and grant guidelines.

  • Strong bookkeeping, accounting, and fiscal management skills. Ability to successfully manage a complex budget with many differing funds.

  • Advanced PC and software experience to include Windows, Microsoft Office Suite and internet navigation. Experience in development of systems to track, monitor, and report programs and program compliance.

  • Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues. Knowledge of university academic personnel policies and procedures and appropriate appointment forms and processes.

  • 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 communication skills to obtain and impart information via telephone, email, and in person. Ability to develop working relationships within department and with learners. Ability to use sound judgement in responding to issues and concerns.

  • Strong organizational and time management skills (preferably in an academic setting). Ability to work independently, determine priorities, complete multiple projects accurately, efficiently, and with high level of attention to detail while working with conflicting deadlines. Ability to use discretion and maintain confidentiality.


Experience with UCSD systems including PPS, Online Timekeeping, IFIS, ERAS, Financial Link, UCSD travel, accounting procedures, etc.

  • Employment is subject to a criminal background check.
  • May be asked to work occasional overtime hours during busy seasons.

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