Cal-Bridge Program Coordinator

Cal-Bridge Undergraduate Program Coordinator

Under the general supervision of the Cal-Bridge Assistant Director for Administration and Finance, the Cal-Bridge Undergraduate Program Coordinator independently provides a broad range of support in the following primary functional areas:

Program Operations & Administration:

• Maintain master project calendars, tracking overlapping deadlines and coordinating with leadership to implement strategic plans.
• Manage program documentation, including contracts, handbooks, forms, and instructional manuals, ensuring materials are current and accessible.
• Facilitate internal communication by disseminating information to stakeholders, managing mailing lists, and scholar information systems.
• Draft emails, flyers, updates, newsletter and website content.
• Contribute to marketing efforts and maintain program website content.
• Develop and implement systems, surveys, and workflows to improve operational efficiency and track program metrics.
• Provide training to staff on program processes, databases, and software.
• Oversee participant progress tracking, including managing transcript reviews, academic progress meetings, and disciplinary reporting where necessary.
• Serve as the primary point of contact for participant inquiries, providing guidance on program requirements and policies.
• Administer support programs, such as financial support requests, tutoring hours, and mentorship programs, ensuring accurate data entry and timely processing.
• Support recruitment efforts by maintaining relationships with external liaisons, mentors, and partner organizations.
• Schedule and support committee meetings, including preparing agendas, gathering materials, and recording action items.
• Assist in the preparation of annual progress reports and funding requests.
• Ensure all program activities comply with institutional, state, and federal regulations (e.g., funding agency requirements).

Event & Workshop Coordination:

• Assist with planning and executing program events, orientations, and workshops, including participant and location logistics, venue booking, vendor management, and catering arrangements.
• Manage complex logistics for attendees, including travel arrangements, lodging, reimbursements, and on-site troubleshooting.
• Coordinate materials for events, including speaker outreach, slide deck updates, abstract collection, and the creation of event booklets.
• Ensure smooth on-site operations, including accessibility logistics, signage, and equipment setup.

Financial Management:

• Coordinate with attendees and process all event reimbursements.
• Coordinate and process scholar and participant stipends.
• Process financial transactions, including travel, submitting purchase orders, vendor insurance, and catering payments.

What It Takes to be Successful:

Required:

• Strong organizational and planning skills, including the ability to set priorities, maintain workflow, meet deadlines for simultaneous projects, and complete a high volume of work with attention to detail and accuracy with frequent interruptions.
• Demonstrated analytical, problem solving and decision-making skills, while exercising flexibility, initiative and discretion.
• Financial management and accounting skills.
• Familiarity with generally accepted accounting principles, funding accounting, internal control standards, and/or audit principles.
• Ability to learn federal and state funding policies and procedures.
• Ability to work with diverse groups to achieve results.
• Experience using computers with speed and accuracy for word processing, spreadsheets, database record entry, electronic mail and internet searches.
• Ability to learn and use new systems and software programs.
• Strong interpersonal and customer-service skills.
• Ability to work with and support Faculty, Staff, and…