Graduate Program Coordinator (BLANK AST 4)

Are you ready to be at the heart of advancing knowledge, promoting creativity, and building a better future? As a vital staff member within the UC Davis College of Letters and Science, you'll directly impact the academic journey of graduate students and work closely with lecturers in the Department of English.
In this dynamic role, you will play a pivotal part in managing and coordinating the acclaimed Master of Fine Arts (MFA) in Creative Writing graduate program. You'll also serve as a resource for our English lecturers, handling their administrative functions from onboarding and contracts to merits and leaves. You will also manage all personnel transactions for our postdocs and MFA students. As an ambassador for the department, you'll play a key role graduate student recruitment efforts, inspiring future scholars and artists to join our vibrant community.
This multi-faceted position offers a unique opportunity to touch upon critical areas including graduate program administration, student and lecturer personnel management, and strategic recruitment.

Apply By Date: August 7, 2025 at 11:59pm

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's Degree or higher
• Two years of experience providing professional Academic Advising, counseling, and/or career placement for students in a higher education environment
• Two years of experience working with Academic personnel, including administrative functions such as payroll and reviews
• Advanced experience with computer software such as word processing, data management, spreadsheets, and quickly learning new software systems
• Experience collecting and analyzing statistics, creating summary reports, and tracking student progress and graduate enrollment trends
• Computer skills using a PC platform for document preparation, including word processing, database development and maintenance and spreadsheet.
• Skills to develop, organize, maintain and evaluate complex record-keeping systems.
• Analytical skills to understand and interpret a wide variety of policies and procedures that apply to graduate students.

Preferred Qualifications

• Master's Degree or higher
• Experience with Graduate Academic Advising at a University of California campus
• Knowledge of UC Davis College of Letters and Science policies, requirements, and procedures related to graduate students within the UC Davis College of Letters and Science or comparable institution, along with course offerings, prerequisites, programs available on campus, registration procedures, and deadlines.
• Ability to independently write reports, develop presentations, and deliver them verbally in front of individuals and groups.
• Computer skills using a PC platform for document preparation, including word processing, database development and maintenance and spreadsheet.
• Skills to develop, organize, maintain and evaluate complex record-keeping systems.
• Analytical skills to understand and interpret a wide variety of policies and procedures that apply to graduate students.

Key Responsibilities

• 40% - Manage/ Coordinate Graduate Degree Programs
• 30% - Academic Personnel Management
• 25% - Student Personnel Management
• 5% - Graduate Student Recruitment

Department Overview

The Voorhies Administrative Unit supports several academic units within the UC Davis College of Letters and Science, including the Department of English, the University Writing Program, and the Medieval and Early Modern Studies Program. Annually, these academic units teach over 400 distinct courses, with annual enrollment of 20,000 students. The Voorhies Administrative Unit is responsible for all administrative operations for these academic units, including finance, human resources, payroll, academic advising, personnel management, facilities management, and office space management. The Unit provides support to approximately 525 undergraduate students majoring in English, 50 PhD students, 20 Master of Fine Arts in Creative Writing students, and 50 faculty members

POSITION INFORMATION

• Salary or Pay Range: $34.25 - $44.54/hour (Department budgeted salary range: $34.25 - $35.79/hour. Commensurate with experience.)
• Salary Frequency: Bi-Weekly
• Salary Grade: 111
• UC Job Title: BLANK AST 4
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M - F 8:00AM - 5:00PM
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is 100% remote

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Work in a busy environment with frequent interruptions and under the pressure of deadlines. Restricted vacation during peak periods.Work occasional overtime evenings and weekends to meet program goals.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

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.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks