Program Coordinator

Job Summary

The Program Coordinator of the Pre-Health & Postbacc Programs is responsible for performing the administrative tasks necessary to support faculty, administrators, and students involved in this program.

Silicon Valley (Santa Clara, CA)

Salary
: $71,200 - $75,000 per year. Salary is commensurate with skills, qualifications, and experience.

Benefits
:
Full benefits.

Position Type
:
Full‑time, Fixed.

Hours:

40 per week, Monday‑Friday, with occasional evenings and Saturdays as needed. Hybrid work schedule; requires ability to work remotely and on‑site.

Travel
:
Up to 25% of time.

No visa sponsorship is available for this position.

45% – Outreach & Recruitment

• Assists with outreach and communication to prospective students.
• Supports shared inbox management and conducts personalized follow‑up communication.
• Aids in maintaining outreach materials, program application, and website content.
• Communicates with current students for ongoing support and retention.

15% – Application & Admissions Operations

• Assists with centralized application system workflows (e.g., WebAdMIT/CAS), including creation of statuses, exports, and system settings.
• Prepares offer communications and supports applicants through enrollment steps.
• Contributes to the development and setup of application cycles.

15% – Program & Course Administration

• Programs courses and programs setup in SIS platforms such as Higher Reach and Campus Marketplace.
• Supports coordination of cohort logistics, including scheduling, registration tracking, and student access.
• Troubleshoots and tests SIS or scheduling issues and ensures accurate course and program programming.
• Assists with HiR and web proofing.
• Provides on‑site presence during workshops (including some weekends), ensuring classrooms are open, set up, and facilities are secured after hours.
• Manages room reservations, confirms space availability, and handles key management/instructor access.

15% – Curriculum Support

• Updates and assists with course numbers and codes for new courses.
• Handles scheduling and programming of new courses.
• Reviews and maintains updated syllabi and course descriptions.

5% – Resource Development & Program Evaluation

• Supports development of student‑facing resources (e.g., program handbooks, guides) and assists in shaping internal documentation for workflows and applications.
• Collects data and feedback to evaluate the effectiveness of the program.
• Identifies areas for improvement through surveys, analysis of student performance data, and collaboration with faculty on assessment strategies.

5% – Instructor & Course Support

• Assists instructor with course logistics, program information, and classroom needs.
• Liaises with instructor and instructor support specialist to ensure they are prepared to teach their courses and have the necessary resources.

• Bachelor's degree in a related area and/or equivalent experience/training.
• Proficient in working with enterprise systems and the associated data such as data input, data retrieval (e.g., reports), and data analytics, with the ability to provide recommendations and decision support based on data analysis findings.
• Analytical, critical thinking, and problem‑solving skills to analyze and interpret policies, procedures, and situations in a multi‑faceted way and develop and implement creative recommendations and solutions within established guidelines.
• Advanced computer skills including experience with Microsoft Suite, Google Suite, Adobe Acrobat DC, video conference (i.e., Zoom), and database systems.
• Excellent organizational and time‑management skills to independently track and coordinate activities, set priorities, manage deadlines, and maintain superior service levels in a professional manner.
• Demonstrated planning skills with the ability to understand and apply project‑management concepts and practices to oversee cross‑functional projects, efforts, and tasks.
• Writing skills sufficient to prepare concise, logical, and grammatically correct correspondence and documents, with an ability to carefully proofread and edit one's own work and the work of others.
• Highly‑effective communication and interpersonal…