Cal-Bridge Doctoral Program Coordinator

University of California, Irvine•Irvine, CA

6d•Remote

About The Position

The University of California, Irvine is seeking a Doctoral Program Coordinator for Cal-Bridge. Under the direction of the Assistant Director for Administration and Finance, this position serves as the primary staff coordinator for doctoral and postdoctoral programs, working closely with program leadership to implement strategic initiatives, develop standard operating procedures, and drive continuous process improvements. The role acts as the central point of contact for scholars, manages program data systems, tracks key outcomes, and coordinates logistics for the Summer Institute, Summer Research scholars at the UCs, and FAST scholars at the CSUs. The Coordinator also manages a broad range of financial activities, including processing stipends, fellowships, reimbursements, reconciling credit card charges, coordinating fund distribution, and maintaining compliance with campus procurement policies. Additionally, the role provides general administrative support, supervises student employees, trains staff on updated policies, and serves as a knowledgeable resource and liaison within the Cal-Bridge community and across UC campuses. This is a fully remote position that will require travel up to 25% of the time to attend and participate in various Cal-Bridge meetings and conferences as requested.

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 and as a part of a team.
Bachelor's degree in related area and / or equivalent experience / training
1-3 years Financial Management and Accounting
Ability to work long periods of time at a computer with or without accommodation.
Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., 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 remote work 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.
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 Coordinator of a Program
1-3 years Employment in Higher Education

Responsibilities

Act as primary staff coordinator for all program efforts in support of the doctoral and postdoctoral programs.
Work with program leadership to implement their strategic plan for the doctoral and postdoctoral programs.
Serve as the key point of contact to provide necessary information to doctoral and postdoctoral scholars.
Identify and suggest process and system improvements.
Develop SOPs and policies that enhance operations.
Create and update manuals.
Develop efficient and effective systems for acquiring, compiling, analyzing and managing information pertaining to the doctoral and postdoctoral programs.
Create systems to track outcomes and demographics including doctoral degrees and career outcomes.
Attend and provide support for the doctoral Summer Institute.
Coordinate contracts and logistics for Summer Research scholars at the UC’s.
Coordinate contracts and logistics for FAST scholars at the CSUs.
Contribute to the program website and platforms as a marketing and program information tool.
Initiate transactions and complete all necessary accounting forms (i.e. stipends and fellowships, check requests, recharge forms, direct payments, hotel accommodations, entertainment and travel reimbursements) for Cal-Bridge personnel, conference speakers, scholars and visitors.
Assist in reconciling credit card charges related to conference travel, events, office supplies, and recurring charge accounts.
Coordinate fund distribution to participants, scholars, faculty, consultants, and contractors across the state.
Identify and track outside university financial contacts and Interlocation Transfer of Funds (ITF) account strings.
Track expenditures and document disbursements of funds for the doctoral program.
Investigate payment problems and resolve discrepancies.
Working with the Physical Sciences Purchasing Office, research and recommend vendors/prices/equipment; determine most competitive prices; identify substitutes for supplies and low value equipment.
Create purchase requisitions for supplies and services as needed.
Maintain and reconcile department purchasing.
Maintain knowledge of campus financial and procurement policies and practices, act as a resource and liaison for division/accounting on current accounting regulations and procedures.
Perform general administrative duties to include, but not limited to: word-processing, bookkeeping, copying, mailing (including mail merges) and Google drive file management.
Maintain email and program distribution lists.
Complete projects as assigned such as organizing electronic files/folders, and overseeing and compiling updates to program contact information.
Assist with coordination of space and facilities.
Schedule room reservations and facilitate media needs for conference rooms.
Provide training to new or re-train existing personnel on new processes and policies related to travel, reimbursement, entertainment, and databases etc.
Supervise student employees, including submitting and approving hours worked.
Assist Doctoral Director and Postdoctoral Director in communication, calendaring, and other administrative tasks as needed.
Maintain annual Financial and Doctoral program calendars.
Maintain knowledge of campus and program policies and practices.
Act as a resource and liaison for Cal-Bridge within the Cal-Bridge community and UCs.