Program Coordinator

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

Cal-Bridge is a state-funded initiative to increase the participation of underrepresented groups in STEM doctoral education and professional careers, particularly the professoriate. The Cal-Bridge network is a grass-roots collaboration of over 200 faculty from all nine general-purpose UC campuses, 22 CSU campuses, and numerous California Community Colleges. Cal-Bridge currently operates in three disciplinary areas: Physics & Astronomy, Computer Science, and Mathematics, and hopes to incorporate two more disciplines within the next few years. The Cal-Bridge program operates at a scale large enough to make an impact on the participation of these groups on a national scale. In all our activities, we are committed to fostering a welcoming and supportive climate for all members of our diverse community.
More information can be found at https://www.calbridge.org

Your Role on the Team

Under the general supervision of the Cal-Bridge Assistant Director for Administration and Finance, the Cal-Bridge Undergraduate Program Coordinator independently provides a broad range of support in the following primary functional areas:

The Program Coordinator serves as a central operational lead, ensuring the efficient execution of program objectives. This role manages day-to-day administrative operations, coordinates logistics for events and workshops, and oversees participant compliance and support systems. The successful candidate will act as a key liaison between program leadership, stakeholders, and contributing to the continuous improvement of program processes.

Essential Functions:
The identification of essential functions below is not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.

Program Operations & Administration *Maintain master project calendars, tracking overlapping deadlines and coordinating with leadership to implement strategic plans. *Manage program documentation, including contracts, handbooks, forms, and instructional manuals, ensuring materials are current and accessible. *Facilitate internal communication by disseminating information to stakeholders, managing mailing lists, and scholar information systems *Draft emails, flyers, updates, newsletter and website content *Contribute to marketing efforts and maintain program website content. *Develop and implement systems, surveys, and workflows to improve operational efficiency and track program metrics. *Provide training to staff on program processes, databases, and software. *Oversee participant progress tracking, including managing transcript reviews, academic progress meetings, and disciplinary reporting where necessary. *Serve as the primary point of contact for participant inquiries, providing guidance on program requirements and policies. *Administer support programs, such as financial support requests, tutoring hours, and mentorship programs, ensuring accurate data entry and timely processing. *Support recruitment efforts by maintaining relationships with external liaisons, mentors, and partner organizations. *Schedule and support committee meetings, including preparing agendas, gathering materials, and recording action items. *Assist in the preparation of annual progress reports and funding requests. *Ensure all program activities comply with institutional, state, and federal regulations (e.g., funding agency requirements). 40%

Event & Workshop Coordination *Assist with planning and executing program events, orientations, and workshops, including participant and location logistics, venue booking, vendor management, and catering arrangements. *Manage complex logistics for attendees, including travel arrangements, lodging, reimbursements, and on-site troubleshooting. *Coordinate materials for events, including speaker outreach, slide deck updates, abstract collection, and the creation of event booklets. *Ensure smooth on-site operations, including accessibility logistics, signage, and equipment setup. 35%

Financial Management Coordinate with attendees and process all event reimbursements. *Coordinate and process scholar and participant stipends. *Process financial transactions, including travel, submitting purchase orders, vendor insurance, and catering payments. 25%

What It Takes to be Successful

Required:

• Strong organizational and planning skills, including the ability to set priorities, maintain workflow, meet deadlines for simultaneous projects, and complete a high volume of work with attention to detail and accuracy with frequent interruptions.
• Demonstrated analytical, problem solving and decision-making skills, while exercising flexibility, initiative and discretion.
• Financial management and accounting skills. Familiarity with generally accepted accounting principles, funding accounting, internal control standards, and/or audit principles. Ability to learn federal and state funding policies and procedures.
• Ability to work with diverse groups to achieve results.
• Experience using computers with speed and accuracy for word processing, spreadsheets, database record entry, electronic mail and internet searches.
• Ability to learn and use new systems and software programs.
• Strong interpersonal and customer-service skills. Ability to work with and support Faculty, Staff, and scholars.
• Strong verbal and written communication skills to convey information clearly, concisely, and accurately.
• Ability to work independently.
• Ability to work as part of a team.
• Ability to work long periods of time at a computer with or without accommodation.
• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCI telecommuting agreement.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Bachelor's degree in related area and/or equivalent experience/training
• A minimum of 1 year of financial related experience
• 1-3 years Coordinator of a program

Preferred:

• Academic background and experience in Physics & Astronomy and/or Computer Science and/or Mathematics.
• Knowledge of federal and state funding policies and procedures, with a thorough knowledge of and experience in contract and grant administration.
• Demonstrated ability to set and maintain a positive, collaborative, open, "can-do" environment.
• Familiarity with University personnel policies and procedures.
• 1-3 years Employment in higher education

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $30.87- $33.83 (Hourly).

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug 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 allegations 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.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

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 categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization