Program Coordinator

About the role

The Program Coordinator of the Pre-Health & Postbacc Programs is the primary point of contact and person responsible for supporting the participation of faculty, administrators, and students involved in this program. The role is a hybrid position located in the South Bay Area region.

Responsibilities

• Outreach & Recruitment
• Affords assistance with outreach and communication to prospective students.
• Supports shared inbox management and conducts personalized follow-up communication.
• Aids in maintaining outreach materials, program application, and website content.
• Communicates with current students for ongoing support and retention.
• Application & Admissions Operations
• Affords support for centralized application system workflows (e.g., WebAdMIT/CAS).
• Prepares offer communications and supports applicants through enrollment steps.
• Contributes to the development and setup of application cycles.
• Program & Course Administration
• Programming of courses and programs setup in SIS (Student Information Systems) platforms such as Higher Reach and Campus Marketplace.
• Supports coordination of cohort logistics, including scheduling, registration tracking, and student access.
• Troubleshoots and tests SIS or scheduling issues and ensures accurate course and program programming.
• Assists with HiR and web proofing.
• Provides on-site presence during workshops (including some weekends), ensuring classrooms are open, set up, and facilities are secured after hours.
• Manages room reservations, confirms space availability, and handles key management/instructor access.
• Curriculum Support
• Updates and assists with course numbers and codes for new courses.
• Reviews and maintains updated syllabi and course descriptions.
• Resource Development & Program Evaluation
• Supports development of student-facing resources (e.g., program handbooks, guides).
• Affords assistance in shaping internal documentation for workflows and applications.
• Collections data and feedback to evaluate the effectiveness of the program.
• Identifies areas for improvement (by conducting surveys, analyzing student performance data, and collaborating with faculty on assessment strategies).
• Instructor & Course Support
• Affords assistance with course logistics, program information, and classroom needs.
• Liaises with instructor and instructor support specialist, to ensure they are prepared to teach their courses and have the necessary resources.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Proficient in working with enterprise systems and the associated data such as data input, data retrieval (e.g. reports), and data analytics, with the ability to provide recommendations, decision support, and create plans based on data analysis findings.
• Analytical, critical thinking, and problem-solving skills to analyze and interpret policies, procedures, and situations in a multi-faceted way and develop and implement creative recommendations and solutions within established guidelines.
• Advanced computer skills including experience with Microsoft Suite, Google Suite, Adobe Acrobat DC, video conference (i.e. Zoom), and database systems in the completion of work assignments.
• Excellent organizational and time management skills to independently track and coordinate activities, set priorities, manage deadlines, and maintain superior service levels in a professional manner.
• Demonstrated planning skills with the ability to understand and apply project management concepts and practices to oversee cross-functional projects, efforts, and tasks.
• Writing skills sufficient to prepare concise, logical, and grammatically correct correspondence and documents, with an ability to carefully proofread and edit one's own work and the work of others.
• Demonstrated highly-effective communication and interpersonal skills.
• Demonstrated ability to work with others from diverse backgrounds, using insight, tact, and diplomacy to facilitate reasonable outcomes in a manner that supports and advances the campus Principles of Community in all activities.
• Demonstrated ability to employ diplomacy and empathy in customer service, which cultivates and maintains a positive interpersonal environment with internal and external clients.
• Ability to cope with ambiguity, frequent interruptions, changing priorities, and competing deadlines.
• Ability to recall, retrieve, and communicate detailed information quickly, clearly, and accurately.