Program Coordinator

Position Description 

Under the general supervision of the Business Officer and Dept Chair, the Program Assistant & IPEES Coordinator is a multi-tasking team player who performs a wide variety of administrative duties to support and streamline the Environmental Studies Program. This position: Provides excellent customer service to all faculty, staff, students, and department visitors. Coordinates the Interdepartmental PhD Emphasis in Environment & Society (IPEES) program, as well as the newly developing partnership with the Bren School for the collaborative PhD initiative. Coordinates the department's internal scholarships/awards application and award notification process. Provides basic-level web/technology/marketing-related support to staff and faculty, and coordinates with our UCSB IT Department on department instructional needs. Collects faculty/student news for the annual ES Newsletter and works with the Department Chair on designing the content. Manages day-to-day front desk operations, which may include: DSP exams, instructor and teaching assistant office schedule/key assignments, general office supply orders, course evaluation coordination, and assists with daily facility needs to help facilitate a welcoming and supportive environment for our program's faculty, students and staff.

Required Qualifications:

-High School Diploma or GED.
-1-3 years of work in an academic or administrative office setting.
-Excellent communication and interpersonal skills to communicate effectively with all levels of staff, students, and faculty verbally and in writing.
-Requires strong organizational skills, attention to detail, and the ability to handle multiple tasks with frequent interruptions.
-Ability to exercise sound judgment, common sense, and discretion, when attending to issues and concerns.
-Ability to work effectively and cooperatively as a team member.

Preferred Qualifications:

Bachelor's Degree or equivalent experience and/or training.

Special Conditions of Employment:

-Satisfactory conviction history background check
-25% of this 100% full-time job is funded on an annual basis via IPEES Funding, with plans to renew and continue each fiscal year.

Job Functions and Percentages of Time:

30% Interdepartmental PhD Emphasis and Bren PhD MOU Coordination

-Coordinates the Interdepartmental PhD Emphasis in Environment & Society (IPEES) program, as well as the newly developing partnership with the Bren School for a collaborative PhD initiative. Organizes annual Student Symposium and coordinates the event’s budget. Recruits students/faculty committee members in other departments through flyers and email marketing. Maintains all student records and tracks student progress. Provides basic student advising on the PhD emphasis track. Updates all IPEES webpage information. Recruits cohorts for TAships within the ES Program; coordinates the annual TA application pool & selection process, and tracks Bren School TAships to meet PhD MOU goals. Coordinates/plans all IPEES events (faculty and graduate mixers, faculty panels, etc.). Serves as Emphasis liaison between participating departments, faculty, students, Graduate Division, Academic Senate/Graduate Council, and other campus emphases. Serves as the ES liaison with the Bren School’s PhD Program during the annual graduate student admissions cycle.

45% General ES Undergraduate Program & Instructional Support

-Acts as the initial contact for students, visitors, and faculty. Provides coverage of main phone line and front desk. Coordinates the department’s scholarship application cycle, faculty Awards Committee scheduling, and award notification process. 

-Orders and maintains inventory of office supplies and departmental equipment and technology. Distributes office mail, processes deliveries, coordinates mailbox assignments. Updates office hours schedule, keys, and coordinates event room reservations. Assigns temporary lecturer and teaching assistant office space, and assists the Business Officer with departmental space management and faculty office onboarding and renovations. Updates various databases and the Program Coordinator desk manual, as needed. Supervises and trains 1 - 2 Student Assistants to help with the administrative tasks.

-Coordinates DSP exam accommodations by working with instructors and the Disabled Students Program. Stays up-to-date with existing DSP/ADA campus policies in order to provide accommodation recommendations to instructors when needed. Processes course materials by submitting textbook/course materials adoptions to the bookstore and coordinating desk copy requests from publishers for instructors and teaching assistants. Manages departmental course reserves and works closely with library staff to ensure reserves are available to students. Coordinates quarterly course evaluations for instructors and teaching assistants, and provides data on ESCI reports for the Business Officer and Chair to review if needed; maintains course evaluation files and records. Maintains supplies and tracks inventory for Environmental Studies Chemistry lab. Orders parking permits for instructors' course guest lecturers. Coordinates with LSIT Department to help support IT/AV equipment for courses in departmental classrooms (Bren 4016 and Bren 4316). 

-Serves as the liaison between faculty and Instructional Development, the campus bookstore, the University Library, the Disabled Students Program, Facilities Management, and LSIT, etc. Provides assistance on other special projects as assigned by the Department Chair.

20% Website / Marketing Assistance

-Under the general supervision of the Business Officer & Student Services Manager, manages the department's Environmental Studies website (es.ucsb.edu) and IPEES website (ipees.ucsb.edu) by updating content & profiles, uploading photos, and coordinating with our UCSB's Letters & Science Information Technology (LSIT) department for high-level web changes. Ability to learn our basic web Content Management System (currently using Drupal). Utilizes UC Santa Barbara branding on all web and social media updates. Stays up-to-date with web and UCSB branding updates. Produces, edits, designs and publishes annual departmental newsletter. Promotes the program's visual identity by utilizing campus branding standards and creating visual media such as invitations, flyers, brochures and presentations. 

5% Back-up Financial Assistance

-Provides back-up financial support in coordination with the department's Finance Team. Assists with Concur Travel & Entertainment reimbursements as needed. Assists with departmental purchasing as needed. In coordination with the Finance Team, works on ensuring separation of duties and keeping proper financial controls, records and procedures in place. Assists in preparing reports/financial documentation as needed.