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Job ID: 136901

Program Coordinator (4722C)
University of California Berkeley

Date Posted Jan. 23, 2020
Title Program Coordinator (4722C)
University University of California Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
    Professional Staff
  • Fiscal Services
    Administrative Support/Services

Program Coordinator (4722C)

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Departmental Overview

As part of UC's commitment to the Governor to increase both the quality and quantity of K-12 science and math teachers for California schools, the Office of the President created the UC Science and Mathematics Initiative (SMI) to address the serious shortfall of qualified and math teachers in California. The intent of the program is to prepare and support math, science, and engineering students who are interested in becoming K-12 math and science teachers. The UC Berkeley response to this charge is the Berkeley Science and Math Initiative (BSMI), consisting of two programs: Cal Teach and Math for America. These programs offer innovative ways for preparing, supporting, and sustaining outstanding math and science teachers, creating a foundation for advancement in technology and innovation in high-need communities.

The Program Coordinator is responsible for a wide range of duties essential to the effective operation of BSMI, serving primarily in the areas of accounting, payroll, equipment, facilities, and purchasing. The Program Assistant also serves as the assistant to the BSMI Program Manager, performing assignments associated with the daily operations of the department and assisting with special projects, such as special events. In addition, the Program Coordinator assists with inquiries pertaining to the Initiative's programs, so is in effect required to be familiar with all aspects of the administration of the unit. The Program Coordinator works independently and with minimal supervision by the Program Manager.


Program Coordination:
  • Performs a vital role in supporting all BSMI program areas:
  • Manage student internships, such as the Noyce Summer Internship and the Summer Research Institute.
  • Advertise programs and recruit participants.
  • Review applications, make decisions on acceptance, and notify applicants of the aforementioned decisions.
  • Serve as a liaison between students and partner external organizations.
  • Recruit new partner organizations and institutions as needed.
  • Manage participant scholarships, such as Noyce and Koshland Scholarships.
  • Serve as a liaison between students and the Financial Aid and Scholarships Office.
  • Create selection criteria based on awarding organization's policies and regulations.
  • Review applications, and make independent decisions on awards based on selection criteria.
  • Report scholarship activity on a quarterly basis to Principal Investigators and/or Director.
  • Coordinate logistics for teacher professional development programs.
  • Organize meetings and applications for program participation.
  • Serve as the direct correspondent with participants and Director.
  • Coordinate annual program reporting process to external funding agencies.
  • Ensure deadlines are met.
  • Contribute to the writing of reports as assigned by Principal Investigators and/or Director.
  • Coordinate logistics for Cal Teach program.
  • Organize semester kick-offs and annual reception.
  • Conduct evaluations for each event to highlight strengths and identify opportunities to improve upon the next event.
  • Coordinate external marketing for all BSMI programs.
  • Utilize departmental social media accounts to disseminate programmatic updates.
  • Analyze trends and web traffic, helping to enhance programs' digital presence.
  • Manage BSMI program websites.
  • Update websites with current content.
  • Analyze trends and web traffic, helping to improve upon the layout, organization, and features on the site.

Program Administration:

The AA is responsible for providing administrative support in the following areas:

  • Serve as preparer for the BearBuy purchasing and accounts payable system.
  • Order new and maintain existing supplies and equipment for the instructional, research, and administrative needs.
  • Make independent decisions regarding supply needs, anticipating times of the year when certain supplies are needed, and place special orders by request.
  • Research special orders, including price comparisons.
  • Ensure orders are placed in compliance with UC Purchasing regulations.
  • Advise faculty and staff of these policies, composing and distributing instructions and memos to the department.
  • Review invoices for accuracy and compliance with university policy and determine the appropriate action to be taken, noting any irregularities and deciding how and when irregularities or exceptional cases should be resolved. Process, prepare, and track invoices and reimbursements in a timely fashion.

Travel & Entertainment:
  • Coordinate all travel arrangements.
  • Process all travel and entertainment reimbursements in a timely fashion, reviewing submitted charges for compliance with campus policies.

  • Reconcile financial reports, and identify and initiate adjustments to chartstrings as required.
  • Produce reports for Program Manager to review.
  • Track spending and account activities, recommending chartstrings when applicable.
  • Analyze and correct budget deficits under the supervision of the Program Manager.

  • Verify hours and employment data.
  • Approve timecards of work study employees.
  • Reconcile payroll at the end of each month.
  • Facilitate the transfer of expenditures and make adjustments, as necessary.
  • Must have a thorough knowledge of payroll, work study, and personnel policies.
  • Keep up to date on current campus payroll systems and procedures and institute departmental procedures to comply with these changes.
  • Project payroll and other program expenses.

Equipment and Facilities:
  • Complete purchasing, maintenance and repair, inventory, and security of equipment.
  • Place service orders, review and update service warranties, process insurance forms, and provide security for all departmental equipment.
  • Report and request facility repairs as needed, interacting with Physical Plant and Facilities Management, and follow through to job completion.
  • Keep updated inventory records of the Cal Teach Advising and Resource Center.
  • Order supplies as requested by the Cal Teach staff.

General Office Coordination:
  • Supervise work study student employees/Cal Teach peer advisors.
  • Determine goals for the year for the team and for individual employees.
  • Conduct regular check-ins with peer advising team to ensure progress towards the annual goals and that program deadlines are met.
  • Administer annual performance evaluations.
  • Serve as the back up to department administrative staff, answering telephones, assisting visitors and students.
  • Answer in-person and telephone inquiries regarding the undergraduate and graduate programs administered by BSMI.

Special Projects Coordination:
  • Assist the Program Manager on special projects and special events, including conferences, orientations and workshops.
  • Attend workshops or meetings at the request of the Program Manager.

Required Qualifications
  • This position requires excellent organizational and interpersonal skills to effectively perform the job and for positive interaction with diverse constituencies, including faculty, students, campus offices and the general public.
  • The incumbent must have the ability to adapt to changing priorities, policies and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes.
  • Must have the ability to independently prioritize work, juggle competing priorities and pay attention to detail.
  • Experience working in an office environment, and with online purchasing, financial and/or HR systems.
  • High School Diploma and/or equivalent training experience.

Preferred Qualifications
  • Knowledge of or ability to learn University policies and procedures including (Financial and Business Services, Internal Audit, Graduate Division, Human Resources, Procurement, University Relations, Work Study, Media Services, Classroom Scheduling, Physical Plant and Facilities Management, and the Committee on Research), as well as an understanding of or ability to learn the interaction of these various campus units with each other and the department.

Salary & Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $24.17 - $31.00, Steps 1.0 - 12.0.

For information on the comprehensive benefits package offered by the University visit:

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Other Information

This is a 4-month, full-time (40-hours per week), limited (temporary) position.

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at:

5. The automatic conversion to career status, as provided in Section B.2. above will not occur when one or more of the following occur:

a. A limited appointee is hired to replace an employee on leave that exceeds 1000 hours. If the employee on leave does not return from leave, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours; except that nothing in this subparagraph precludes the University from releasing the limited appointee prior to the anticipated return date of the employee on leave.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
For the complete University of California nondiscrimination and affirmative action policy see:

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