Check with seller Program Coordinator, Fall Program for Freshmen (4167U) 21178 San Francisco

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Other Jobs Published date: February 18, 2016
  • Country: United States
  • Region: California
  • City: San Francisco
  • City area: East Bay Berkeley

Program Coordinator, Fall Program for Freshmen (4167U) 21178
UC Extension-San Francisco

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 acceptance--academic and artistic, political and cultural--make 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

UC Berkeley Extension is a one of the largest and oldest continuing education operations thriving in the United States, with 2,000 professional development and personal enrichment classes and approximately 38,000 enrollments annually.

Extension's Fall Program for Freshmen (FPF) is a program for first semester freshmen that serves as a role model for the rest of campus. But here we are, more than 30 years later. FPF is a thriving learning community where great young minds embark on an intellectual journey of a lifetime--at one of the best universities in the world.

Curriculum Development and Instructor Hiring Support

Under general supervision, organizes and supports existing public educational courses in the Fall Program for Freshmen. Assists in the development of new programs and course materials.
Works directly with instructors to secure academic approval for courses submitted to COCI (Committee of Courses on Instruction), assisting them in developing course outlines for the Course and Instructor Approval (CIA) Process. Tracks progress of CIA process and alerts Program Director of any potential issues.
Supports the instructor hiring process; ensures the timely and complete hiring of instructional staff; prepares hiring and compensation agreements, manages instructor communications regarding hiring, tracks incoming and outgoing documentation. Generates instructor contracts and payment forms as well as guest speaker payment forms.
Assists with other instructor communications throughout the cycle; keeps organized and confidential files and records. Distributes, collects, and scans course and instructor evaluations.
May conduct research on various Continuing Education programs, compiling information to support a Program Director's decision to create a new course or program.

Program Coordination

Designs, documents, evaluates, and modifies systems to handle the logistics of complex academic program for first-year students at UC Berkeley. Coordinates complex arrangements for services and social events for students.
Manages registration for the program; processes and tracks program cancellations, withdrawals, and refunds in a timely manner. Uses campus student systems and works with campus partners such as Admissions to ensure program registration is smooth and campus yield goals are met.
Represents the program on committees as needed. Ensures that others are familiar with program administration, policies, and procedures to facilitate smooth coordination between Extension and campus.
Serves as the building coordinator and the program's liaison with Facilities, CTS, and Instructor Payroll.
Assists in the revision and update of the FPF website, providing editing and proofreading skills as well as input into content and design.
Organizes and coordinates student orientations, information sessions, departmental program support activities, instructor orientations, field trips to civic and cultural attractions, and special events. Creates and verifies presentation and handout information for accuracy. Conducts presentations, facilitates workshops and information sessions at orientation events; presents program information to incoming students.

Course Scheduling and Classroom Support

Assists in planning and scheduling course offerings and course topics. Schedules courses and arranges for classroom space for a portfolio of classes.
Provides administrative and logistical support to the department's most complex programs, including monitoring and update online groups and programs. Prepares bCourses sites for instructors and supports instructors in their use of bCourses.
During the fall semester, staffs the program's San Francisco location and provides logistical support as needed.
Arranges for logistical support of courses, programs, and meetings which may include: exams, audio-visual equipment, computers, photocopying, catering, support staff/cashier needs and other course materials. Collects textbook orders from instructors; submits orders to the bookstore; addresses instructor questions about textbook orders and course readers.
Ensures that online and in print course information is up-to-date, correcting copy as necessary.
Independently negotiates with the University Registrar and Campus Scheduling Office for classroom space and other services.
Monitors course enrollments to ensure maximum numbers and advises Program Director to cancel courses as necessary. Maintains waiting lists.

Program Financial Support

Assists in developing, preparing and reconciling budgets for program. Based on historical data, prepares instructional budgets for individual courses and seminars.
Tracks and processes expenses related to program events and general program administration. Determines vendor payment schedules, ensure that payments are made on schedule, and follow up on vendor problems.
Monitors actual income and expenses compared to course budgets and takes appropriate action to remain within budget.
Ensures that instructors have met all contractual agreements prior to the issuance of payment.

Student and Instructor Advising

Provides excellent customer service and front line support to students and instructors. Serves as the first point of contact for high-volume phone, email, and in-person inquiries.
Responds to inquiries from students, prospective students, and faculty by providing accurate and thorough information about all aspects of the program, including UC Berkeley and Extension policies and procedures (registration, grades, academic workload, adding and dropping courses, and deadlines) and student services (Housing, Financial Aid, FERPA, and others).
Assists students in determining proper courses to make progress towards degree requirements. Applies professional concepts in providing prescriptive advice and assistance to undecided students, students with intended majors, and students pursuing various undergraduate tracks such as pre-health or business.
Researches and resolves student enrollment, billing, and payment issues.
Resolves student/instructor disputes, when appropriate refers issues to the Program Director. May assist on grade appeals process.
Orients new instructors to program and university policies and procedures. May create and present training materials for instructors to help them utilize Web-based campus systems (ex. bCourses, eGrades, etc.).
Responds and resolves urgent situations such as last minute course schedule or location changes, informing students and instructors of changes.

For Online Staff:
Triages student and instructor Learning Management System (LMS) access issues, determining the nature of the issue and route more technical problems to Extension LMS help desk or outside vendor.
Monitors student and instructor activity, ensuring that participants are progressing through courses.
Based on previous course enrollment, determines whether to open a new course section.

Professional Development

Maintains professional growth and development through participation at both on and off-campus conferences, training sessions, workshops, and events and individual activities to update knowledge, skills, and abilities.

Required Qualifications
• Working knowledge of departmental and campus policies and procedures; knowledge of educational program content and objectives.
• Knowledge of Berkeley campus and College of Letters & Science academic requirements for undergraduates.
• Working knowledge of delivering public educational programs.
• Working knowledge of first-year undergraduate programs and trends.
• Knowledge of basic prescriptive advising.
• Working knowledge of developmental advising.
• Comfort and familiarity with referring students to appropriate individuals for more complex situations.
• Working skills to produce and deliver programs.
• Ability to work with diverse populations.
• Working knowledge of conducting needs assessment.
• Good analytical skills to understand how business needs can be addressed through the design and delivery of training programs.
• Good reading, verbal, written and interpersonal communication skills, and good presentation skills.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to build and maintain partnerships across campus.
• Proficient at the use of business software systems in completion of assignments (e.g. Microsoft Office Suite) and ability to learn new software.
• Familiarity with and the ability to master the various web applications used by UCB undergraduates and instructors, such as bCourses and Bearfacts.
• Ability to prioritize conflicting projects and meet project deadlines.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

The salary range for this position is $19.15 - $22.03, based on experience.

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

First Review Date: The First Review Date for this job is: February 26, 2016

To Apply:
Please submit your cover letter and resume as a single attachment when applying through

Additional Information
This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.

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