Cal-Bridge Program Coordinator

Cal-Bridge Undergraduate Program Coordinator

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs.

It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

Cal-Bridge is a state-funded initiative to increase the participation of underrepresented groups in STEM doctoral education and professional careers, particularly the professoriate. The Cal-Bridge network is a grass-roots collaboration of over 200 faculty from all nine general-purpose UC campuses, 22 CSU campuses, and numerous California Community Colleges. Cal-Bridge currently operates in three disciplinary areas:
Physics & Astronomy, Computer Science, and Mathematics, and hopes to incorporate two more disciplines within the next few years. The Cal-Bridge program operates at a scale large enough to make an impact on the participation of these groups on a national scale. In all our activities, we are committed to fostering a welcoming and supportive climate for all members of our diverse community.

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:
The Program Coordinator serves as a central operational lead, ensuring the efficient execution of program objectives. This role manages day-to-day administrative operations, coordinates logistics for events and workshops, and oversees participant compliance and support systems. The successful candidate will act as a key liaison between program leadership, stakeholders, and contributing to the continuous improvement of program processes.

Essential Functions:

• 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…