Cal-Bridge Program Coordinator

University of California, Irvine•Irvine, CA

4d•Hybrid

About The Position

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.

Requirements

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
Must be able to provide proof of work authorization

Nice To Haves

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

Responsibilities

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).
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.
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.