Experiential Learning Coordinator

UCSF Health, AG; Fresno (CA); On-site; USD 45,000 - 47,000; Full time

Job summary

UCSF Health, AG is seeking an administrative and program support specialist for the Office of Health Career Pathways (OHCP) in Fresno. You will assist with operations, events, calendars, communications, purchasing, records, and other administrative activities.

The role supports student, visitor, volunteer, and workforce development programs by coordinating onboarding, background checks, HIPAA training, documentation, HR requests, and clinical placement paperwork, ensuring deadlines are met.

Qualifications

• 1-3 years of program coordination experience.
• Experience working with K-12 and college-level individuals.
• Verbal and written communication skills.
• Working knowledge of administrative procedures and processes.

Responsibilities

• Prepare reports and statistics based on information compiled from various sources.
• Coordinate administrative and logistical arrangements for events involving multiple parties, with room and equipment needs.
• Update and maintain UCSF Fresno web pages using basic editing tools and guidelines.
• Prepare purchase orders by researching vendors and pricing.
• Maintain Academic Affairs timelines and calendars, including inviting attendees, creating Zoom links, agendas, minutes, and contact groups.
• Assist during the Annual Call by gathering information from departments.
• Provide assistance for department events.
• Conduct background checks for Research Scholarly Visitors, Volunteers/Shadowers, and Pathway Programs as needed.
• Track and administer HIPAA training for all programs.
• Monitor email inquiries and route them appropriately.
• Maintain Box/OneDrive folders and update program policies.
• Maintain onboarding documentation and records for OHCP and related programs.

Skills

Program coordination

K-12/College liaison

Communication skills

Administrative procedures

Education

High school diploma

Tools

MS Office

Box/OneDrive

Web editing basics

Job description

Employment Duration: 6 months (w/ potential for extension)

Location: Fresno, CA

Budgeted Pay Range: $32.78 - 34.24/hour

Department: Office of Health Career Pathways (OHCP)

Under the direction of the Manager, this position provides comprehensive administrative and program support to the Dean's Office and Office of Health Career Pathways (OHCP). Responsibilities include assisting program operations, events, meetings, calendars, communications, reports, purchasing, records, and other administrative activities.

The position supports multiple student, visitor, volunteer, and workforce development programs by coordinating and tracking onboarding requirements, background checks, HIPAA training, required documentation, HR requests, clinical placement paperwork, and affiliation agreements. The incumbent monitors program timelines and participant progress, maintains accurate records and digital files, communicates with students, visitors, departments, clinical partners, and other stakeholders, and provides reminders and follow-up to ensure requirements and deadlines are met.

Additional responsibilities include supporting student recruitment and application processes, coordinating interviews, field trips, shadowing experiences, conferences, outreach activities, and program events; maintaining program policies, web content, tracking systems, MOUs and agreements; preparing reports and correspondence; and assisting with Academic Affairs activities.

The position also provides general administrative support, including office operations, supply management, telephone coverage, meeting coordination, process improvement, and other duties as assigned to support OHCP, Academic Affairs, and the Dean's Office.

Key Responsibilities:

Academic Affairs and Administrative Support

• Prepare reports and statistics based on information compiled from various specified sources.
• Coordinate administrative and logistical arrangements for events involving multiple parties, receiving limited direction; determine special room and equipment needs.
• Update and maintain web pages using basic knowledge of web editing tools and UCSF communications guidelines.
• Prepare purchase orders by researching and recommending vendors, prices, and equipment and may identify substitutes.
• Maintain Academic Affairs timelines and calendars, including:
  • Sending calendar invites
  • Creating Zoom links
  • Gathering information for and distributing agendas
  • Taking and distributing minutes
  • Updating contact groups
• Assist during Annual Call by communicating with departments to gather and consolidate information.
• Provide assistance for department events.

Program Support

• Conduct background checks for Research Scholarly Visitors, Volunteers/Shadowers, and all Pathway Programs as needed.
• Track and administer HIPAA training for all programs.
• Monitor email inquiries and distribute them to appropriate areas, such as research volunteers and shadowing individuals to departments.
• Maintain and update Box/OneDrive folders for all programs.
• Maintain and update policies for each program on a regular basis.

Research Scholarly Visitor/Post Doc Visitor Support

• Routinely monitor onboarding for incoming Research Visitors, Post Docs, and Students.
• Adhere to timing considerations for APM 430 Scholarly Visitors.
• Gather required documents for Research Visitors.
• Prepare responses to routine correspondence and reminders for deadlines.
• Enter data to track the progress of each volunteer, including communication and collaboration with departments.
• Create and submit HR SRS tickets on behalf of the Team Lead for HR actions as needed.

Student Summer Programs Support

• Support organizing and processing clinical site paperwork for OHCP Summer clinical placements.
• Utilize tracking sheets to routinely audit learner progress during onboarding, including Occupational Health Services (OHS) clearance.
• Monitor learner onboarding documents.
• Prepare responses to routine correspondence and reminders for deadlines directly to learners.
• Maintain digital folders of current onboarding paperwork and processes needed for clinical affiliates.
• Support processing HR tickets for onboarding Health Career Connection Interns and other workforce development programs with approved affiliation agreements.
• Maintain and update the list of UCSF Fresno Faculty interested in engaging with OHCP pre-health students.
• Maintain and update folders for existing MOUs, amendments, and agreements with affiliated clinical sites, including tracking end dates and sending reminders to OHCP leadership to renew.
• Triage prospective students to OHCP staff and programs based on learner profile.
• Assist with day-of conferences and outreach events on the UCSF Fresno campus or field sites as needed, including registration, check-in, signage, room setup, and outreach.
• Provide additional programming support as assigned to meet the needs of the department and university.

SBI Student Program Support

• Update and distribute application flyers to prospective programs and potential candidates.
• Monitor applications and application deadlines.
• Review applications for requirements, including qualifications and required documentation.
• Coordinate interviews and assist with scheduling for the interview panel.
• Onboard students with affiliated partners.
• Schedule field trips and coordinate shadowing experiences and programming.
• Organize end-of-year presentations and events.

General Administrative Support

• Maintain filing systems, internal mailing processes, and procedures.
• Maintain and replenish office supply inventory.
• Apply standard office software programs, including straightforward application of formulas; use software to display information with both text and graphics.
• Make recommendations to improve processes and/or procedures.
• Answer, screen, and route incoming telephone calls in a professional manner, taking complete and accurate messages.
• Provide general administrative support to the Dean's Office and OHCP leadership.
• Perform other administrative duties as assigned for OHCP and the Dean's Office.

N/A

Required Qualifications:

• High school graduate or equivalent.
• 1-3 years of program coordination experience.
• Experience working with K-12 and college-level individuals.
• Working knowledge of administrative procedures and processes, including word processing, spreadsheet, and database applications.
• Verbal and written communication skills, active listening, critical thinking, multitasking, and time management skills.

Required Qualifications:

• High school graduate or equivalent.
• 1-3 years of program coordination experience.
• Experience working with K-12 and college-level individuals.Working knowledge of administrative procedures and processes, including word processing, spreadsheet, and database applications.
• Verbal and written communication skills, active listening, critical thinking, multitasking, and time management skills.