Doctoral Program Coordinator (Administrative Support Coordinator II)

CSU Careers • San Diego, CA

3d • Hybrid

About The Position

The College of Health and Human Services (CHHS) is seeking an Administrative Support Coordinator II to provide centralized coordination and administrative support for graduate programs across the College, including its Joint Doctoral Programs (JDPs). Working closely with the Associate Dean for Research and Graduate Studies, this position helps keep critical graduate program processes, communications, records, and timelines organized and moving forward. The Coordinator supports graduate programs throughout the student lifecycle—from recruitment and admissions through enrollment, academic progress, degree completion, and alumni follow-up. The position also provides dedicated administrative coordination for the Joint Doctoral Program in Interdisciplinary Research in Substance Use, including collaboration with UC San Diego, and contributes to Dean’s Office communications, events, and operations. This role is well suited for someone who excels at managing multiple priorities, navigating detailed administrative processes, building collaborative relationships, and ensuring important work is completed accurately and on time.

Requirements

• Fully functional knowledge of and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• Several years of related office work experience.

Nice To Haves

• Experience in a higher education environment is preferred.
• Administrative experience supporting a graduate-level academic program is preferred.
• Strong attention to detail and experience maintaining accurate databases, tracking systems, spreadsheets, and program documentation.
• Strong organizational and project coordination skills, with the ability to manage multiple processes, deadlines, and priorities simultaneously.
• Experience working collaboratively across departments, programs, or organizations to coordinate shared processes and initiatives.

Responsibilities

• Coordinate administrative processes, timelines, records, and communications across CHHS graduate and Joint Doctoral Programs, ensuring required activities are completed accurately and on schedule.
• Support processes spanning recruitment and admissions, enrollment, academic progress, degree completion, and alumni follow-up while maintaining organized records and tracking required actions.
• Provide dedicated administrative coordination for the Joint Doctoral Program in Interdisciplinary Research in Substance Use, including collaboration with UC San Diego and support for examinations, course agreements, documentation, and student processes.
• Maintain graduate program tracking systems and coordinate the collection, organization, and reporting of student, alumni, academic, research, and career information in partnership with College and university units.
• Serve as a central administrative resource for program directors, faculty, students, alumni, staff, College leadership, and external partners by communicating established processes, coordinating follow-up, and connecting stakeholders with appropriate resources.
• Monitor deadlines and workflow, identify and resolve routine administrative issues, and coordinate with the Associate Dean or appropriate campus offices when matters require additional policy or program expertise.
• Support College communications and email management, special events, front-office functions, and other administrative projects that contribute to the academic and research operations of CHHS.

Benefits

• 15 paid holidays
• Vacation
• Sick leave
• CalPERS pension plan with retiree healthcare
• Reciprocal agreements with other California public retirement systems, including the UC
• Medical, dental, and vision options at low or no cost
• CSU tuition fee waiver for employees and eligible dependents
• FlexCash
• Life and disability insurance
• Legal and pet plans
• Access to the library, campus events, employee groups, and volunteer and social activities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED