Academic Program Coordinator

UC Irvine; Irvine (CA); On-site; USD 37,000 - 41,000; Full time

Job summary

UC Irvine is seeking an Academic Program Coordinator to partner with the Office of Outreach, Access and Inclusion. You will develop programs and events for K-14 students, handle logistics, marketing, recruitment, and ensure smooth event execution across campus.

You will coordinate travel, arrange venues, AV, catering, and manage speakers’ itineraries and reimbursements. You will track budgets, compile expenditures for the fiscal officer, maintain supplies, and provide general administrative

Qualifications

• 3–5 years coordinating academic programs.
• Experience with K-14 outreach initiatives and schools.
• Ability to manage multiple projects with tight timelines.

Responsibilities

• Develop programs and events in collaboration with OAI leadership.
• Handle logistics, marketing, recruitment, screening, and venue setup.
• Coordinate AV, catering, travel, and transportation for events.
• Schedule workshop speakers, manage itineraries and reimbursements.
• Track budgets and expenditures for the fiscal officer; maintain supplies.
• Provide general administrative support and ad hoc projects as needed.

Skills

Program coordination

Event planning

Marketing communications

Data collection

Budget tracking

Education

Bachelor's degree in related area

Job description

Who We Are

Founded in 1965,

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

Founded in 1965, the Samueli School of Engineering educates approximately 5,000 students (4,000 undergraduates and 1,000 graduates) with an integrative approach that blends fundamentals, research and hands‑on experience. The School's aim is to unleash innovation, create opportunities and inspire ingenuity. The School's faculty members are leaders in their disciplines who have achieved worldwide recognition for their research and dedicated teaching. The School includes six academic departments and broad range of associated research and administrative units. Under the leadership of the Dean, the School pursues research that is timely, socially responsible and cutting edge, and works in partnership with industry, state, and federal agencies to promote the transfer of research to applications that benefit society.

https://engineering.uci.edu/

The Stacey Nicholas Office of Outreach, Access and Inclusion (OAI) advances UCI's commitment to inclusive excellence by supporting the recruitment, retention, and graduation of undergraduate and graduate students in engineering, while fostering representation, opportunity, and belonging.

Your Role on the Team

The Academic Program Coordinator is responsible for providing a wide range of academic program coordination in collaboration with the Office of Outreach, Access and Inclusion (OAI) leadership. The position develops programs and events throughout the year aimed at attracting a wide range of K-14 students. Responsibilities range from the development of program logistics, marketing and communication, participant recruitment, screening and confirmation, venue set up and breakdown; AV set up and catering coordination, event purchases, travel, parking and transportation coordination, coordinates the scheduling of workshops speakers, seminars, manage itineraries and travel reimbursement.

The position helps coordinate education and outreach activities that include management of K-14 outreach activities of the center, including scheduling activities with local community and organizing facilitators, faculty, students and staff.

The position serves as a historian of program logistics and data for program evaluation. Supports the director and others with data gathering, maintenance and retrieval. Tracks and compiles budget expenditures and related documents for the fiscal officer. Maintains stock of supplies and places program orders and supports the center with other general administrative support and projects as needed and assigned.

What It Takes to be Successful

• Knowledge and experience working with a diverse student population, and sensitivity to culture, race, ethnicity, gender identity, sexual orientation, and socio-economic status.
• Knowledge and understanding of K-14 education.
• Knowledge of higher education institutions (UC, CSU, CC, etc.), admissions and financial aid requirements, and the ability to interpret policies and procedures to youth, parents, and school representatives.
• Experience advising and supporting educationally disadvantaged and academically at‑risk students regarding postsecondary opportunities and careers.
• Ability to maintain cooperative relationships with school district administrators, school counselors, principals, teachers, and community contacts and partners.
• Thorough knowledge of high school graduation and college entrance requirements.
• Skill and ability to carryout effective program outreach efforts
• Skill and ability to develop effective program marketing communications and initiatives to attract target audiences.
• Skill and ability to effectively engage and communicate verbally and in writing with diverse student/parent population, and sensitivity to culture, race, ethnicity, gender identity, sexual orientation, and socio-economic status as well as varying internal and external program stakeholders.
• Skill and ability to gather, organize and archive retrievable data.
• Skill and ability to effectively plan and execute program event planning, with a keen attention to detail and proactive approach towards contingently planning scenarios with space reservation, catering, event itinerary, A/V set, event marketing and communication.
• Solid organizational skills and ability to multi-task with demanding timeframes. Skill and ability to independently prioritize and execute a number tasks in a timely manner.
• Working knowledge of common organization-specific (Microsoft and Google Suite) and other computer application programs.
• Ability to use own transportation to attend offsite meetings and events
• Skill and ability to work collaboratively as part of a team and as an individual collaborator
• Ability to use discretion and maintain confidentiality
• Bachelor's degree in related area and / or equivalent experience / training
• 3-5 yearsCoordinating academic program

Driver's License

• Required to hold a valid drivers license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Preferred

• Knowledge of UC travel and reimbursement policy
• Prior experience working with academic programs

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $27.35- $30.00 (Hourly).

Conditions Of Employment

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization