Neuroscience Program Coordinator

UCSF•San Francisco, CA

1d•$72,000 - $154,000

About The Position

The Neuroscience Program Coordinator designs, conducts, promotes, evaluates, and supports health professions education programs in accordance with organizational objectives and nationally accepted accreditation standards and requirements. The role supports learners—including faculty, residents, clinical fellows, graduate and undergraduate learners, and practicing or licensed professionals—in curriculum, teaching and learning activities, scheduling, competencies, assessment, and evaluations. It coordinates the ongoing administration of the Neuroscience Graduate Program and its related educational activities. The position is part of the Graduate Medical Sciences Unit (GMU), which provides centralized, specialized management for graduate and other training programs. GMU oversees financial management and reporting for the Biomedical Sciences Graduate Program, Developmental Stem Cell Biology Graduate Program, Neuroscience Graduate Program, Medical Scientist Training Program, PROPEL Post-Baccalaureate Program, and CIRM Training Program. The coordinator manages courses, seminars, student enrollment and progression, admissions, learner and program documentation, funding and budgets, training-grant administration, program communications, and coordination with faculty, university offices, institutes, and other stakeholders. The role also plans and coordinates the annual multi-day program retreat and participates in program committees and short- and long-term planning.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
At least 3 years of related experience.
Demonstrated experience and documented excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal skills and the ability to cooperate with and support others, work productively with people from varied backgrounds, and demonstrate empathy and awareness of impact on others.
Strong problem-solving skills to assist learners and resolve issues.
Excellent organizational and analytical skills, with demonstrated attention to detail.
Ability to complete work accurately and on time, meet established deadlines, and manage short and competing deadlines.
Thorough knowledge of educational software and platforms.
Demonstrated ability to analyze and seek solutions that enhance the user experience.

Nice To Haves

Master’s degree in a related area.
Thorough knowledge of relevant policies, regulatory requirements, health professions education program requirements, and the health professions education industry.
Thorough knowledge of administrative analysis and operations research, with demonstrated ability to develop and implement processes and systems.
Thorough knowledge of the administrative and operational implications of a program.
Thorough knowledge of data management and documentation methods for investigating and presenting program findings, including statistical analysis across databases and systems.
Experience supporting the academic progression of graduate students.
Experience planning and coordinating academic courses and seminars.
Experience working collaboratively with graduate program faculty.
Knowledge of UCSF financial processes, policies, and procedures.

Responsibilities

Manage the program’s courses, seminars, and annual retreat, including course schedules, classroom assignments, enrollment, waiting lists, course approval forms, instructor information, and retreat logistics.
Collect, analyze, and report enrollment trends and manage student enrollment to support effective use of classroom space and resources and established enrollment priorities.
Maintain program and learner files and accreditation documentation in accordance with regulatory and University policies; create reports to ensure data accuracy and completeness.
Manage confidential student health, academic probation, and labor and employee matters; coordinate with relevant University resources and monitor student progression and milestones.
Monitor applicant and learner files, program documentation, and policies for compliance with established and evolving standards; maintain documentation processes to meet regulatory requirements.
Coordinate admissions activities, including application review, recruitment visits, admissions decisions under the faculty admissions committee, and completion processes; communicate with applicants and the public.
Serve as a point of contact for students and other stakeholders, answer questions, share program information, resolve learner issues, and advise students on planning and completing their studies.
Support student groups and efforts to improve student retention and diversity.
Collaborate with the GMU finance team to determine student funding budgets, identify funding sources, and coordinate funding for students across the graduate programs.
Manage the federal training grant with the faculty director and GMU administrative director, including student appointments, annual progress reports, and grant renewals.
Represent the program on committees and participate in short- and long-term planning, including faculty executive, admissions, curriculum, formal seminar, and retreat planning committees.
Create, maintain, and track the program’s non-payroll operating budget; manage quarterly student tuition and fee payments, Discovery Fellowship expenditures, vendor payments, reimbursements, and cost transfers.
Work with program and GMU leadership on financial resources, operational needs, funding opportunities, and revenue streams.
Support program participation in professional and outreach conferences and provide public relations support.
Coordinate with University stakeholders and external constituencies to facilitate interdisciplinary collaboration, including UCSF offices, other graduate programs, and affiliated institutes.
Maintain the program website and departmental academic information, and create and maintain email listservs.