Graduate Medical Sciences Program Assistant

University of California San Francisco•San Francisco, CA

1d•Hybrid

About The Position

In consultation with the Biomedical Sciences (BMS) and Developmental and Stem Cell Biology (DSCB) Graduate Program Manager, the BMS/DSCB Program Assistant uses professional student services concepts to coordinate, track, and report student progress and to assist with program operations, events, and logistics. The Program Assistant provides a broad range of student services to graduate students, faculty, and program leadership, working on moderately complex issues with guidance on more complex matters. The position works independently and reports to the BMS/DSCB Program Manager. BMS and DSCB are PhD training programs with approximately 210 total students. The incumbent supports day-to-day program operations including admissions and recruitment, curriculum and events, student progression tracking, financial processing, communications, and program records.

Requirements

Bachelor’s degree in a related field and/or equivalent experience and training.
Minimum of one (1) year of administrative experience.
Ability to work effectively with diverse populations, including students, staff, faculty, the general public, and internal and external vendors.
Solid written and verbal communication and interpersonal skills.
Strong organizational skills and ability to multitask and meet demanding deadlines.
Ability to exercise sound judgment and discretion and maintain confidentiality.
Knowledge of University-specific computer application programs.
Knowledge of department, organization, and University policies, procedures, and directives.
Knowledge of departmental and school/college general and major course requirements.

Nice To Haves

Prior experience with undergraduate or graduate-level curricular affairs.
Prior event planning experience.

Responsibilities

Student Progression: Track and report student progression for BMS and DSCB, including coursework, milestones, candidacy, graduation, and alumni outcomes. Support development and maintenance of procedures for student tracking.
Curriculum and Events: Coordinate orientations, workshops, seminars, journal clubs, DEI programming, and the annual program retreat. Manage all event logistics, vendors, travel, space reservations, and budgets. Evaluate and report on program activities and services.
Admissions and Recruitment: Support admissions and recruitment, including scheduling approximately 500 applicant interviews annually and coordinating recruitment events and campus visits.
Financial: Process reimbursements and monitor program budgets; resolve discrepancies and explain UCSF financial policies.
Communications: Maintain student databases, websites, listservs, and promotional materials.
Records and Reporting: Maintain program records; collect and analyze data; assist with annual and training grant reports, including residency review.