Program Support Coordinator

Position Number: 40076897

Payroll Title: Public Education Specialist 2

Job Code: 004167

Job Open Date: 07/09/2025

Application Review Begins: 07/24/2025; open until filled

Department Code (Name): UNEX (Professional and Continuing Education)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.00 to $32.48/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $25.77 to $43.58/hour.

Work Location: 2160 Kerr Hall

Working Days and Hours: M - F, 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: In person during the probationary period; eligible for hybrid upon successful completion of probationary period

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

UCSB Extension, now known as Professional and Continuing Education, is an agile, self-supported UCSB Department offering professional courses and certificate programs to over 3000 students per year. We provide coursework on essential skills and expertise to compete in today's job market to all local and non-local students and professionals, corporate training and executive education. Our Open University program provides a gateway to the wealth of UCSB courses to all community members. Our International Programs enable visiting scholars and professionals from all over the world to experience the outstanding research and instruction at our top-rated University.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Program Support Coordinator plays a vital role in supporting the administrative and operational functions of UCSB PaCE, ensuring the seamless execution of lifelong learning programs and customer service initiatives. Working under the general supervision of the Customer Success and Outreach Manager, the incumbent is responsible for maintaining data integrity, facilitating course and instructor approvals, providing customer support, delivering training, and assisting with data management processes. Key responsibilities include managing PaCE's Student Information System (SIS) by handling bulk enrollments, third-party program coordination, and maintaining course records. Supports instructors and students by overseeing teaching agreements, monitoring course approvals, and ensuring accurate course setup in collaboration with Program Managers and the Instructional Designer. Additionally, provides exceptional customer service, addressing inquiries, resolving issues, and assisting with applications, transcripts, and certificates. Also develops and delivers training for Program Managers and instructors; maintains documentation, and updates process materials to ensure operational efficiency. Supports recurring data transactions, including UCSBnetID processing and troubleshooting. Through these efforts, the Program Support Coordinator contributes to the overall success of PaCE programs, fostering a high-quality learning experience for students and instructors alike.

Required Qualifications:

• Bachelor's Degree in related area and / or equivalent combination of education and experience.
• Continuing education in related field.
• 1-3 years of experience in maintaining records in Student Information Systems or similar system.
• 1-3 years of experience with MS Office Suite, Google Workspace, Zoom, and similar online collaboration platforms.
• Demonstrated, excellent interpersonal and writing skills for collegial and professional exchanges with diverse audiences including students, parents of students, faculty, and staff.
• Good verbal and written communication skills, active listening, critical thinking, multi-task, and time management skills.
• Demonstrated ability to function effectively as a member of a team as well as independently, and to execute numerous tasks with demanding time frames.
• Possess methodical approach to problem-solving; Ability to follow documented processes as well as producing documentation.
• Thorough knowledge of administrative procedures and processes including word processing, spreadsheet, and database applications.

Preferred Qualifications:

• 1-3 years of experience working in a Higher in Higher Education setting.
• 1-3 years Knowledge of LLL/Destiny platform or other Student Information System.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-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 allegation 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.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 40% Program Support -
  Following established procedures, under the general supervision of the Customer Success and Outreach Manager, assists instructors, students, and PaCE staff with various administrative tasks. Specifically, the Program Support Coordinator:
  • Monitors course and instructor approval expiration dates, connecting with Program Managers (PMs) to work on renewal procedures.
  • Collects information from PMs verifying course schedules, locations, and audiovisual needs. Interfacing between PMs and Customer Support and Outreach (CSO), monitors classroom assignments, and troubleshoots any space assignment conflicts.
  • Supports PaCE's Learning Management System (LMS) processes, including auditing instructor assignments to specific courses.
  • In collaboration with the Instructional Designer, verifies that courses are correctly set up before the beginning of the quarter.
  • Prevents and resolves logistical and student service problems and issues related to instructors and/or students.
  • Oversees the Canvas Evaluation process.
  • In collaboration with the Instructional Designer, performs a continuous review of the course pages, checking their conformity to PaCE's style guide.
  • Performs additional miscellaneous tasks and reminders as required.
    
• 25% Student Information System Audit, Data Entry, and Record Maintenance -
  Under the general supervision of the Customer Success and Outreach Manager, follows established procedures and recommends new ones to standardize processes across the program unit and streamline PaCE operations. The incumbent:
  • Maintains a database of courses and applies discounts appropriately.
  • Performs bulk enrollments of student groups, including third-party partners, coordinating with vendors as needed.
  • Takes care of the recurring teaching agreement duties, the incumbent obtains the necessary signatures and uploads the completed agreements to our Student Information System (SIS).
  • Uploads and properly tracks all course approval upload materials.
    
• 20% Training -
  Provides training to Program Managers and Instructors in matters of competence, including but not limited to:
  • Trains new staff and instructors on PaCE's systems, such as PaCE's SIS, LMS, and general SOP of programming.
  • Trains new PMs and instructors on organizational processes in collaboration with the Program Management (PM) team.
  • Maintains the UNEX Documentation Database.
  • Creates and updates training materials, procedures, process maps, and an annual calendar and resources to ensure consistency and facilitate cross-training.
    
• 10% Customer Relations -
  Under the general supervision of the Customer Success and Outreach Manager:
  • Provides timely, accurate, and professional answers to customers according to established department policies and procedures.
  • Provides instructions to students as required.
  • Develops strong and trusted relations with customers through timely and accurate communications.
  • Thoroughly investigates customer issues, escalating any problems appropriately and correctly.
  • Reaches customers to verify information or inform them about program offerings, learning opportunities, and promotions.
  • Records details of inquiries, comments, and complaints.
  • Assists with application approvals, transcripts, and certificates.
  • Other customer service activities as required by the supervisor.
    
• 5% Data Upload -
  Assists in PaCE's recurring data transaction tasks, including, but not limited to:
  • UCSBnetID process uploads, oversight, and troubleshooting.
  • Other data work as required by the supervisor.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

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 status under state or federal law.

Reasonable Accommodations:

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