Program Coordinator

Position Number: 40073607

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 9/24/25

Application Review Begins: 10/9/25

Department Code (Name): EDUC (EDUCATION DEPARTMENT)

Percentage of Time: 100

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35/hr. (Step 1) to $30.73/hr. (Step 3). Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $29.35/hr. (Step 1) to $42.06/hr. (Step 17).

Work Location: Education Building - 3105

Working Days and Hours: M-F; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/. The Department of Education (EDUC) houses approximately 35 Academic Senate Faculty and Lecturers and offers a masters and doctoral program in Education.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the Department Administrator, the Program Coordinator provides support to the Department of Education faculty and students. Is responsible for supporting student recruitment, application processing, prospective applicant and enrolled student advising; coordination of annual graduate program events; and updating advising materials. Uses aptitude for database use and understanding in order to effectively compile reports and disseminate student data as needed. Provides some departmental administrative support, ensuring that operational and faculty needs are met, assists with fellowship applications and review process, and works collaboratively with department and Gevirtz Graduate School of Education (GGSE) staff as needed.

#LI-KA1

Required Qualifications:

• High School Diploma or equivalent experience

• Experience working in an office setting/administrative work

Preferred Qualifications:

• Bachelor's Degree or equivalent experience/training
• Skill in Microsoft Excel and Word
• Must be able to work with a variety of customers in a fast paced environment with frequent interruptions
• Must possess excellent communication and organizational skills
• Must have good attention to detail, be accurate, professional and service-oriented
• Ability to work within tight timeframes and meet strict deadlines
• Able to interpret policies and procedures and accurately communicate them to others as needed.
• Ability to work well in a team environment, and collaborate with other department and school staff, students, and faculty.
• Must be sensitive regarding confidential information and exercise good judgement, tact and diplomacy.
• Excellent computer skills including an aptitude for database use and understanding in order to effectively compile reports and disseminate data.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 50% DEPARTMENT ASSISTANCE
  • COURSE COORDINATION SUPPORT: Responsible for the coordination, ordering and distribution of quarterly course evaluations. Requires knowledge and understanding of different types of instructional employment and course structures. Processes textbook orders and provides classroom copies based on faculty requests. Collects syllabi on all EDUC courses offered each quarter. Distributes and tracks approval codes to facilitate enrollment in add code required courses. Creates and modifies course waitlists based on faculty specifications. Maintains EDUC Graduate Program Resources on Canvas.
  • FELLOWSHIPS: Serves as a resource to EDUC students and faculty regarding policy, procedures, and practices related to Department specific fellowship programs, applications, nominations, awards and opportunities. Develops fellowship application schedule, distributes and collects applications, compiles data, and provides necessary documentation to EDUC Fellowship Committee for award recipient selection. Communicates outcomes of award recipients to the GGSE Student and Academic Affairs Manager and Student Affairs Officer. Tracks EDUC graduate student funding data regarding Block Grant commitments, central campus awards, student employment and privately funded fellowships.
  • DEPARTMENTAL ASSISTANCE: Collects and distributes packages and incoming mail to faculty and student mailboxes. Maintains EDUC department webpages on the GGSE website, ensuring that all content is up-to-date and accurate. Provides assistance as needed with departmental events, activities, and processes such as preparing agendas and taking minutes as various department meetings. Posts notification of upcoming events and job talks throughout the Education building. Maintains a comprehensive desk manual at all times, updating processes and procedures as needed. Serves as the primary responder to the Department Office email and phone line.
  • FACULTY AND STUDENT SUPPORT: Assists the EDUC Department Administrator with work requested by faculty and students, ensuring work is done in a professional and timely manner. In conjunction with the EDUC Department Administrator and GGSE Student Affairs Office, provides student support and advising for all EDUC graduate students. Updates the Graduate Student Handbook on an annual basis with input from the Graduate Advisor. Serves as a liaison between the Department and School as well as with several central campus offices. Point of contact for faculty and staff on a range of issues related to student advising, admissions, recruitment, finance and academic personnel. May be asked to assist with visiting students and scholars as a backup responsibility.
  • EVENT PLANNING: Responsible for planning and coordinating annual graduate program events including New Student Orientation, Graduation Celebration and Recruitment Day. Coordinates room reservations, refreshments, publicity, payments and other logistics ensuring adherence to campus policies and GGSE procedures.
  • ACADEMIC PERSONNEL: As a backup responsibility to the Department Administrator, may be asked to work with Department of EDUC Chair and GGSE Academic Personnel team on selection and hiring process of annual academic personnel (i.e., Teaching Assistants, Teaching Associates and Academic Coordinators) by assembling hiring materials such as letter, course evaluations and forms. May also be asked to assist with coordinating faculty recruitment visits, job talks, travel, accommodations and meetings.

• 30% FINANCIAL ASSISTANCE - Responsible for processing travel advances, travel prior approvals, employee and recruitment travel reimbursements, entertainment, and other reimbursements. Uses the online Connexxus system to reserve travel arrangements. Uses knowledge of UC policies and GGSE and departmental procedures and practices governing travel and entertainment reimbursements, as well as knowledge of allowable costs for travel and entertainment for a variety of funds sources including gifts and state funds. Initiates financial transactions, transfers of funds, transfers of expense and transactions required to adjust and correct any errors in charges or credits. Responsible for lodging, entertainment, travel and reimbursement aspects of departmental conferences and events. Maintains current knowledge of accounting policies, procedures, and practices. Ensures compliance with Audit, Control, and Accounting principles. Responsible for posting of all expenditure activities into the internal financial shadow systems to project budget status. Using the Gateway e-procurement system and/or Flexcard, initiates and tracks purchase orders, determines allowability of purchases on fund source, sole source justification needs, etc. Provides cost analysis and obtains comparison bids for non-routine purchases. Tracks order delivery dates and expedites overdue orders. Ensures requesters are notified when items are received. Ensures receipt of goods and services is properly documented, and that invoices are audited against purchase orders and packing slips prior to payment approval. In cases where the invoice does not match, works with Business and Financial Services and/or the vendor to correct the issue. Maintains appropriate backup files on all purchases. Prepares departmental supply orders, and maintains organization of the supply cabinet. Ensures the data is complete and accurate, and that the appropriate documentation is completed.

• 20% APPLICATIONS AND ADMISSIONS
  • ADMISSIONS PROCESS SUPPORT: Acts as an informational resource for prospective students interested in graduate programs within the Education Department, including responding to inquiries via phone and/or email. Works closely with the GGSE Student Affairs Office to coordinate student recruitment efforts, application and admission processing, and communication with incoming graduate students. Works with EDUC Admissions Committee to develop admisstions timeline and responsibilities. Responsible for the timely processing of approximately 100 electronic application files to be reviewed by the Education faculty throughout the admission process.
  • RECRUITMENT COORDINATION: Schedules and coordinates faculty Zoom and in-person interviews with prospective students as needed. Manages Recruitment Day, including communicating with applicants, managing refreshments, and reimbursing applicants for travel following campus policies and GGSE and departmental procedures.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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