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#96990 PhD Program Coordinator

Filing Deadline: Tue 12/18/2018

UCSD Layoff from Career Appointment: Apply by 12/07/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/18/17. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Applies professional Student Services concepts. Provides varied student services to students, faculty, and department/school/college management. Works on moderately complex issues. Receives assistance on more complex issues.

Under supervision of the Manager, Graduate Student & Instructional Services (GSIS), customer-service oriented incumbent serves as PhD Program Coordinator for the largest and one of the most recognized PhD programs at UCSD. Plan, direct and coordinate daily activities of the Doctoral and Joint Doctoral programs including graduate student advising, recruitment advising, course scheduling, course approvals, and graduate publications. Provide back-up support on admissions and recruitment efforts.

Responsible for tracking and timely submission of all required documents for proper student academic progress. Organize, arrange and schedule various activities including orientations, rotations, examinations, meetings, etc. Provide administrative support and schedule various activities for students and graduate committees. Compile, interpret and analyze data using multiple resources to make effective recommendations, and identify the need for and formulate policies/procedures. Work closely with Graduate Committee Chair.

  • Overtime may be required.


  • Demonstrated knowledge of advising and counseling techniques. Experience in academic advising, curriculum planning, course selection, etc. for university students.

  • Skills, knowledge and ability with operating systems and a variety of software (proprietary and commercial) and web-based programs, willingness to update and increase skills as needed to meet the goals of the division. Ability to understand abstract concepts and computer data.

  • Thorough knowledge of the requirements for graduate admissions. Skill to articulate program descriptions and requirements to a variety of individuals with broad educational, cultural, and language backgrounds using tact, diplomacy and discretion.

  • Proven knowledge of Registrar’s regulations and procedures for scheduling, registration, enrollment, and grading. Proficient knowledge of UCSD travel forms, restrictions, and policies/procedures.

  • Demonstrated skill in analysis, development, implementation, organization and management of academic and student programs and processes.

  • Demonstrated experience identifying situations for which no policy exists, to collaborate with others and to propose solutions.

  • Skill to organize records and accurately extract data from a variety of sources including computerized databases to provide statistical reports/logs.

  • Skills in service orientation, organization, active listening, and critical thinking. Ability to identify, research and analyze complex situations, recommend solutions and determine actions to be undertaken to effect resolutions. Ability to follow detailed oral and written instructions with minimal supervision.

  • Experience solving problems and successfully following multiple tasks through to completion, to work with changing priorities and to meet a multiplicity of demands, project goals, and shifting priorities while maintaining composure.

  • Multicultural competencies; ability to work with diverse populations. Experience working with diverse populations including students, faculty, staff, campus administrators and the public. Skill to listen and advise diverse personalities using independent and mature judgment.


Job offer is contingent upon a satisfactory clearance based on background check results.

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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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

Payroll Title:
Hiring Salary Range
$37,900 - $50,000 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri, occasional overtime as needed