University of California, Santa Cruz · 3 hours ago
Graduate Program & Administrative Coordinator
Santa Cruz, CA
Full-time
Hybrid
New Grad, Entry Level
$31.13/hr - $34/hrThe University of California Santa Cruz is a unique public university that combines a liberal arts college experience with major research university rigor. They are seeking a Graduate Program & Administrative Coordinator to manage the graduate program, providing comprehensive support to M.A. and Ph.D. students in the Mathematics Department, including advising, program planning, and administrative oversight.
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Responsibilities
Advise Ph.D. and M.A. graduate students and prospective students regarding campus and program information e.g., application process, degree requirements, course selection, course enrollment, leaves and readmission, transfer credits, normative time, qualifying exam (QE) procedures, Ph.D. candidacy, financial support, employment, and personal challenges creating obstacles for their academic progress. Interpret and apply related federal, university and department policy. Develop and edit advising materials
In conjunction with the Graduate Vice Chair, determine status of each student's academic progress. Prepare quarterly student progress report for the Department and annual report for the Graduate Division
Meet with students to evaluate progress and problems relating to or affecting their academic performance, including sensitive and confidential student welfare issues. Research policy and precedents to develop appropriate courses of action and make recommendations to the Graduate Vice Chair or faculty advisors on the need at hand and recommend policy or procedural changes. Assure that all students are correctly enrolled in appropriate graduate courses each quarter; identify errors and inconsistencies, notify students, faculty, and the Graduate Division and/or Registrar's Office; and facilitate corrections or revisions. Assure that program and advising committee requirements are met for each student and that committee meetings/exams are scheduled within appropriate timelines. Manage accelerated advance-to-candidacy program for International Ph.D. students, at least 30% of graduate population. Monitor and advise international students about the impact of enrollment or academic actions to tuition and visa status
Coordinate graduate student exams and QE process including administration and evaluation. Verify exam requirements, schedule exams, distribute questions, ensure that faculty follow up on exam reports, and notify Graduate Division of results. Advise faculty on options for resolving problems
Advise the Graduate Vice Chair of students who meet the criteria for award programs. Determine student eligibility for scholarships. Prepare award and fellowship proposal materials. Coordinate readmission reviews. Verify completion of degree requirements. Prepare and submit student files for graduation
Research and resolve issues associated with graduate student employment, fellowship disbursement, and financial aid. Track student funding history, needs, and employment eligibility. Ensure compliance with the Academic Student Employee (ASE) Contract, and AHR and the Committee on Educational Policy policies and procedures
Serve as liaison and resource to campus offices including the Dean's Office, Registrar's Office, Graduate Division, International Programs, and other academic departments
Assist with career advising, job placement activities and resources, in conjunction with the Placement Director
Manage activities and develop/implement procedures to facilitate the smooth operation of the graduate program, to support program goals and facilitate student progress. Track and report program accountability measures. Provide data and analysis for annual departmental and divisional academic program planning processes
Respond to inquiries about the program. Ensure that web sites and print materials are current. Prepare correspondence, reports, meeting minutes, internal policy and procedure changes, etc., for own signature or faculty signature
Participate in developing competitive applications for external funding. Identify deadlines and timeline for completing work. Draft program description and provide data and information about needs, previous allocations, student success rates, and placement after graduation
Responsible for interpreting organization policies and advising students and faculty on student conduct, student grievances, disputes, and issues regarding discrimination. Resolve conflicts between faculty and graduate students, alert committees to potential disciplinary actions, research options and document process. Schedule committee meetings, take notes, follow-up with action items and policy changes. Provide supporting information to faculty advising committee. Track and implement policy decisions including obtaining approvals from Graduate Division, Graduate Council, and faculty prior to annual update of graduate student and faculty handbooks. Develop, research, write and edit policy documents in conjunction with Graduate Advising and Admissions committees
Review annual graduate-level curriculum plan for VC confirmation, ensuring course offerings meet degree requirement needs. Provide information regarding graduate courses for advance enrollment system. Verify enrollment lists; identify errors and inconsistencies; notify students, faculty, and the Graduate Division and/or Registrar's Office; and facilitate corrections or revisions. Prepare catalog copy ensuring web site and catalog are in policy compliance
Oversee and conduct orientation of new students. Develop and coordinate new student and quarterly TA orientations. Oversee logistical support e.g., arrangements for rooms, equipment, meals, etc. Advise faculty on TA training needs and opportunities. Plan and implement complex, high-visibility student events, and organize events to introduce new graduate students to the department
Collaborate with other academic units that hire Mathematics graduate students as primary instructors to ensure proper tracking of teaching limits, confirmation of satisfactory academic progress, and timely balancing of Mathematics curricular needs for instructional support. In conjunction with Summer Session, implement the Department's growing Summer Session program of courses, instructors, TAs and sections
Provide advice and support to the Department Manager, Chair and VC. Research, interpret, and apply policies for faculty and students. Advise on decisions under consideration to ensure that actions are in compliance with university policies and regulations. Establish and monitor timetables for projects and activities. Compose correspondence under own initiative and signature, and/or for the VC. Initiate meetings, identify agenda topics, and attend to advise and take notes. Implement and administer actions and policy changes made by the VC. Compile statistical information; develop reports, provide analysis
Develop and oversee the maintenance of databases and records tracking admissions, student support, TA assignments, academic progress, space assignments, dissertation titles, degrees awarded, first professional placement information, etc
Oversee the administration, evaluation, and awarding of student fellowships, grants, scholarships, and other awards; advises students on financial aid options of the organization and extra-mural fellowship opportunities; oversees processes for equitable assignment of teaching assistants and course assistants Academic Student Employees (ASE) and coordinates ASE assignments each term
Administer unique and complex support packages for each student admitted, including split-funded grant support, external funding (GAANN, NSF) and a variety of fellowship support. Track funding for each student and compile statistics and data for reporting and renewal processes. Alert PIs about reporting discrepancies. Strategize and make recommendations to accommodate special circumstances. With knowledge of appropriate use of academic titles, payroll policies, and granting agency requirements, ensure that stipends, fees, and tuition are paid correctly. Consult with and guide payroll and research accounting staff, students, and faculty to explain the intricacies of each situation. Liaison with funding agencies and Office of Sponsored Projects
Specifically acts as resource person to faculty, students and staff on current accounting departmental regulations and procedures (Procard, CruzBuy etc.). Acts as liaison for division/accounting and Mathematics faculty, students and staff. Keep internal ledgers
Coordinate funding sources and manage allocation levels for graduate support. Develop a projected budget and spending plan for annual budget forecasting. Track expenditures. Provide financial data and information
Manage annual allocation of various travel, research, and independent study funds. Publish guidelines and deadlines, solicit applications, assist faculty in selecting award recipients, and notify recipients on process for accessing funds. Track expenditures
Direct and oversee application and selection processes for research and travel funds and various fellowships. Reconcile costs of admissions recruitment activities and associated travel. Prepare admissions financial support worksheets
Initiate and complete all necessary accounting forms (i.e., check requests, purchase orders, travel expense vouchers, duplicating requisitions, recharge forms, honorarium, etc.) for faculty, staff, students and visitors for the Mathematics Department. Using Infoview, track actual and projected expenditures to ensure balanced budget
For academic personnel and recruitments, is responsible for all necessary travel and reimbursement paperwork for prospective candidates, students and Mathematics faculty. Record and track related expenses to ensure budget is maintained
Reconcile internal accounts to InfoView Reports. Prepare detailed analysis of activity, monitor adherence to budget. Complete fiscal closing entries and balance in conjunction with Department Manager
Maintain knowledge of campus fiscal policies and practices, acts as Department's resource person liaison with the Division business office. Responsible for informing Department Manager of foreseeable budget shortfalls
Provide administrative support for recruitment, appointment, reappointment, merits and promotion for ladder and non-ladder academic employees. Advise faculty regarding options for academic research appointments. Prepare job descriptions, place advertisements, and coordinate searches. Document stages of screening process by advising faculty of acceptable reasons for eliminating or selecting candidates, and distinguishing between applicants, candidates, and serious candidates. Complete recruitment documentation. Write appointment letters and requests for waivers of recruitment for Department Chair's or faculty signature, supplying appropriate documentation and background materials, and compile appointment dossiers. Serve as liaison with divisional and campus academic resources staff regarding timing of reviews, policy/contract interpretation, and payroll issues for non-ladder appointees. Coordinate timing and preparation of visa requests for international scholars and graduate students with academic appointments
Coordinate the appointment of Teaching Assistantships (TA) and graduate student instructors, and awarding of various fellowships. Recommend TA appointments based on student experience, course requirements, and faculty needs. Monitor position openings and changes. Prepare or oversee appointment files
Identify students eligible to be considered for the Outstanding TA. Collaborate with the TA Trainer on review and selection
Supervise student assistants: write job descriptions, make hiring decisions, provide job training, evaluate performance, resolve problems and/or conflicts and determine workload priorities and distribution and quality of work to optimize productivity. Review, sign, and submit time records
Train new staff in departmental and/or project task needs, University policies, procedures and forms, use and maintenance of office equipment (Ericsson telephone, photocopiers, voicemail), audiovisual equipment (overhead projectors, projection screens), technical equipment (printers, digital camera, modems, scanners, disk drives, word processing, web files, electronic communications, database storage, and spreadsheets)
Consult with faculty and Department Manager to establish goals for program growth and annual target for admitting new students. Keep faculty apprised of opportunities for graduate recruitment of underrepresented students. Develops and enhances an alumni recruitment network
Manage the annual graduate student recruitment and admissions process. Design and produce on-line recruitment publications
Develop annual timeline. Monitor on-line application progress. Monitor admissions web review interface and advise faculty on use of the on-line review system. Interpret and apply relevant policies. Generate status reports
Respond to inquiries and oversee communications to prospective students e.g., provide information about program requirements, the admissions process, and financial aid opportunities
Provide logistical support for recruitment activities and preparation of materials
Serve as liaison between the Graduate Division, dean's office, and Department faculty and staff regarding admissions and student support
Develop agendas and organize meetings of the admissions committee. Recommend distribution of block allocation funds by advising the Graduate Vice Chair on financial offer strategies aligned with admissions committee priorities and continuing student need
Coordinate annual graduate recruitment in conjunction with Graduate Admissions committee, including compilation and monitoring of offer packages from a variety of funding sources; block allocation, fellowships, research funds, TAships and GSRs. Ensure that TAships coincide with offers of graduate admission support packages
Manage student support allocation(s) from internal and external sources. Calculate funding available for each program in the department, review past acceptance rates, and project number of offers to be made within annual target. Recommend the percent of funds to be allocated for continuing students, dissertation-year awards, tuition fellowships for continuing international students, and establish wait-list process. Coordinate offer procedure with Graduate Admissions Chair, track offers made and accepted, and manage the wait list to maximize use of funds available
Design and maintain department web pages using appropriate web content management system and within campus and divisional guidelines for web presence
Manage and approve content for the department's web presence. Collaborate with departmental staff and faculty in developing content. Collaborate with campus units on design, display, and content management. Designate individuals in the office to whom access is to be given for content management and provide training as needed. Review and approve content for final posting
Troubleshoot issues such as with display of data sources. Work to improve processes through use of the web. Keep abreast of technology and software
Under the direction of the Department Manager, coordinate facilities, space, and equipment needs for staff, faculty and graduate students. Provide advice on alternatives to meet their needs, identify campus resources, and facilitate communication among departmental faculty, personnel, divisional facilities staff, and campus units. Serve as first point of contact for information requests from campus units. Manage organization of keys for computer lock-down, file cabinet and graduate desk security. Coordinate special requests regarding multiple moves of Department offices, computer lab and classrooms. Handle all issues related to phone, lights, internet connections, equipment, furniture, computer back-up etc
Provide advice, referrals, and general support to faculty. Identify appropriate resources for administrative and academic assistance. Act on behalf of Department Manager in her absence
Qualification
Required
Bachelor's degree in related area / or equivalent experience and / or training
Experience working within University setting
Working knowledge of advising techniques
Knowledge of google suites, with the ability and willingness to learn and use new computer programs/applications
Solid written communication skills
Solid verbal communication skills sufficient to convey and disseminate information clearly, concisely, effectively and accurately
Solid Customer Service skills
Interpersonal skills with the ability to interact effectively and professionally with a diverse population in one-on-one and group settings
Demonstrated political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment
Professional demeanor and discretion in dealing with sensitive or confidential matters
Solid problem solving skills with the ability to identify issues and provide solutions
Solid analytical skills
Solid decision-making skills
Solid organizational skills with the ability to respond promptly to changing priorities and to work independently on multiple projects and deadlines with frequent interruptions. Ability to take initiative and remain flexible
Ability to research, interpret and apply complex policies, procedures and information and to conduct research and recommend or implement solutions on own initiative and authority
Ability to understand, develop and present budgetary and financial information and to work within an allocation
Ability to work as an effective team member
Ability to create web pages, develop web sites and troubleshoot associated issues
Preferred
Master's degree
Ability to work in a Macintosh environment
Knowledge of University of California policies and procedures
Experience with UCSC computing applications or equivalent (AIS, InfoView, CARS, SLATE)
Ability to understand and modify HTML code
Knowledge of university departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences
Benefits
Full benefits
Company
University of California, Santa Cruz
UCSC opened in 1965 with 650 students. Forty-five years later, the campus is home to nearly 15,000 undergraduates and 1,500 graduate
Founded in 1965
1001-5000 employees
H1B Sponsorship
University of California, Santa Cruz has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (34)
2024 (48)
2023 (52)
2022 (41)
2021 (46)
2020 (29)
Funding
Current Stage
Late StageTotal Funding
$19.6MKey Investors
U.S. Department of AgricultureNational Endowment for the Humanities (NEH)James S. McDonnell Foundation
2023-06-21Grant· $10M
2023-01-10Grant· $0.15M
2022-02-24Grant· $0.25M
Leadership Team
Benedict Paten
Professor
Marco Rolandi
Jack Baskin Endowed Chair in Engineering
Recent News
News-Medical.Net
2025-11-24
2025-11-08
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