Program Coordinator (4167U) - 27321

Program Coordinator (4167U) - 27321
About Berkeley
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date
The First Review Date for this job is: August 9, 2019

Departmental Overview
UC Berkeley Extension is the continuing education branch of the University of California, Berkeley. Extension offers more than 2,000 courses per year in a variety of subjects both online and in the classroom. Extension's administrative departments and units include student records (transcripts), registration, scheduling, international student services, facilities, financial services, and the cashier's office. In addition to the main Berkeley center, it has responsibility for the maintenance and operation of regional centers in San Francisco (Spear Street), and Belmont and other leased facilities in the San Francisco Bay Area. This position supports programs in the Division of Liberal Arts and Social Sciences.

  • Under general supervision, organizes and supports existing public educational courses and assists in the development of new programs and course materials.
  • Works directly with instructors to secure academic approval for courses submitted to COCI (Committee of Courses on Instruction), assisting them in developing course outlines for the Course and Instructor Approval (CIA) Process.
  • Track progress of CIA process and alert Program Director of any potential issues.
  • Assists in the recruitment of new instructors and solicits course proposals.
  • Works with Program Director to identify potential instructors; coordinates instructor interviews, and is involved in assessing instructor candidates.
  • May assist in campus' approval process for certificate program renewal.
  • May assist instructors in the development of their course syllabus.
  • May conduct research on various Continuing Education programs, compiling information to support a Program Director's decision to create a new course or program.
  • Assists in planning and scheduling course offerings and course topics.
  • Schedule courses and arrange for classroom space for a portfolio of classes.
  • Provide administrative and logistical support to the department's most complex programs, including monitoring and update online B-space or groups and programs.
  • Establish and maintain files for courses and instructors.
  • Arrange for logistical support of courses, programs, and meetings which may include: exams, audio-visual equipment, computers, photocopying, textbook orders, catering, lodging, support staff/cashier needs and other course materials.
  • Ensure that online and in print course information is up-to-date, correcting copy as necessary.
    Monitor enrollments to ensure maximum numbers and cancel courses as necessary.
  • Maintain waiting lists.
  • Assists in developing, preparing and reconciling budgets for program.
  • Based on historical data, prepares budgets for individual courses and seminars.
  • Independently negotiates with vendors for lodging, classroom space and other services for most cost effective arrangement.
  • Monitors actual income and expenses compared to course budgets and takes appropriate action to remain within budget.
  • Ensures that instructors have met all contractual agreements prior to the issuance of payment.

    Student and Instructor Advising:
  • Provides front line support for students and instructors.
  • Responds to inquiries from students, potential enrollees, and faculty using all available resources to market the value of UC Extension programs.
  • Assists students in determining proper courses to complete program requirements.
  • Applies professional concepts in providing prescriptive advice and assistance to students on certificate programs as needed.
  • Researches and resolves enrollment issues.
  • Resolves student/instructor disputes, when appropriate refers issues to the Program Director.
  • Tracks student progress for certification, alerting Program Director of retention risks.
  • Reviews student records and recommends issuance of program certificate; ensures certificates are processed and sent to students.
  • May assist on grade appeals process.
  • Orients new instructors to Extension policy and procedures.
  • Responds and resolves urgent situations such as last minute course schedule or location changes, informing students and instructors of changes.
  • May create and present training materials for instructor or students pertaining to navigating LMS and/or Extension procedure.
    For Online Staff:
  • Triage student and instructor Learning Management System (LMS) access issues, determining the nature of the issue and route more technical problems to Extension LMS help desk or outside vendor.
  • Monitor student and instructor activity, ensuring that participants are progressing through courses.
  • Based on previous course enrollment, determine whether to open a new course section.

    Event Planning:
  • Organizes and coordinates student orientations, information sessions, departmental program support activities, instructor orientations and special events.
  • Serves as the lead in coordinating presentations and event handouts; verifies presentation and handout information for accuracy.
  • Conduct presentations, facilitate workshops and information sessions at orientation events; presents program information to incoming students.
  • Specialized tasks eg. Internship program coordination, credentialing analysis, management of library.
  • Coordination of the Art and Design Book Library and/or Materials Library.

    Required Qualifications
  • Ability to gain knowledge of departmental and campus policies and procedures;
  • Knowledge of educational program content and objectives.
  • Working knowledge of delivering public educational programs.
  • Working knowledge of current public education programs and trends.
  • Working skills to produce and deliver programs.
  • Working knowledge of conducting needs assessment.
  • Good analytical skills to understand how business needs can be addressed through the design and delivery of training programs.
  • Good reading, verbal, written and interpersonal communication skills, and good presentation skills.
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Proficient at the use of business software systems in completion of assignments (e.g. Microsoft Office Suite) and ability to learn new software.
  • Ability to prioritize conflicting projects and meet project deadlines.

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

    Salary & Benefits
    This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.

    For information on the comprehensive benefits package offered by the University visit:

    How to Apply
    Please submit your cover letter and resume as a single attachment when applying.

    Conviction History Background
    This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

    Equal Employment Opportunity
    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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
    For the complete University of California nondiscrimination and affirmative action policy see:

    To apply, visit

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