Program Coordinator

Full job description

This is a full-time, temporary, benefit-based position with an anticipated end date of June 30, 2025.

The Program Coordinator (PC) serves as a pivotal figure responsible for the efficient coordination and operation of the new online EdD in Organizational Leadership. This multifaceted role involves program coordination and providing comprehensive administrative support to the academic director of the EdD in Organizational Leadership and faculty teaching in the program. The PC is deeply committed to the core values of SOLES and DLS, such as promoting social justice, equity, diversity, and inclusion within the department, demonstrating strong administrative skills, a sense of mission, and a proactive approach to problem-solving.

Duties and Responsibilities:

Program Coordination:

• Collaborate with the EdD Academic Director, Department Chair, and/or Academic Program Manager to support and implement academic program initiatives and activities.
• Ensure effective coordination and implementation of activities vital to program success, measured by student and faculty satisfaction.
• Support academic planning and scheduling, program logistics, student advising and orientation, course and facilities scheduling, and student employee supervision.
• Coordinate course scheduling for the program.
• Assist in allocating faculty resources efficiently and generating faculty contracts.
• Monitor faculty and student employees' contracts for compliance with SOLES and USD policies.
• Collaborate with the Dean's office and students to develop and oversee school-wide student programming and events.
• Support leadership in orientation and graduation activities and ensure a high-quality academic experience.
• Assist in program-level assessment and accreditation activities under the direction of the Academic Programs Manager.
• Assist with new faculty onboarding, provide faculty support, and maintain policy records related to admissions and graduation requirements.
• Identify opportunities to increase fiscal and procedural efficiencies.
• Coordinate technical support needed for the online program.
• Supervise Graduate Assistants.
• Perform other duties as assigned.

Administrative Overview:

• Provide high-level administrative support to the EdD and specifically the Academic Director, faculty, and administrators, handling complex and confidential tasks with discretion.
• Assist in formulating, documenting, implementing, and evaluating operational policies and procedures.
• Track program budget and expenses, participate in the development of handbooks, and maintain student records.
• Utilize high-level administrative management and independent judgment to address and escalate as appropriate complex administrative and program management issues.

Admissions, Orientation, and Student Services:

• Coordinate admissions process for the EdD program, including coordination of the admissions committee’s application review and the input of the evaluation decision into the Salesforce system.
• Communicate effectively with Graduate Admissions and other offices to ensure timely responses to prospective students.
• Generate statistical, analytical, personnel, and financial reports for program budget and coordinate graduate admissions process.
• Manage admitted student onboarding, student orientation program and events, collaborate with campus student services offices, and conduct student advising.

Student Engagement:

• Serve as a liaison for the EdD students within the program, responding to inquiries and concerns.
• Support student orientation and engagement activities, ensuring a welcoming and inclusive environment.
• Handle student and faculty issues with diplomacy and discretion, tracking and monitoring all correspondence and deadlines.
• Assist students with dissertation procedures and facilitate distribution of materials to students.
• Make space reservations, order media equipment, etc. as needed.
• Advise students on dissertation-related logistical issues and collaborate with the Graduate Records Office.

Executive Assistance:

• Serve as the primary point of contact for the Academic Director and maintain their calendar.
• Utilize independent judgment to troubleshoot problems, make recommendations, and handle highly confidential matters in a timely manner.
• Coordinate administrative components of special projects and events, independently composing correspondence and managing office documents.
• Interact closely with on and off-campus constituents, organizing travel and reimbursement requests as needed.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:

Minimum Qualifications:

• Bachelor's degree in a relevant field.
• 3 years of progressively responsible administrative and management/executive support experience, or equivalent combination of education and experience. A Master’s degree may substitute for one year of work experience.
• Previous experience in academic program management and executive assistant roles.

Preferred Qualifications:

• Master's degree in a relevant field.
• Four or more years of progressively responsible related administrative and management/executive support experience.
• Previous supervision or leadership experience.
• Background knowledge regarding the admission process and financial aid preferred.

Performance Expectations - Knowledge, Skills and Abilities:

• Strong service-oriented mentality with demonstrated interpersonal, oral, and written communication skills, providing excellent customer service to diverse populations.
• Self-directed and highly adaptable with the ability to prioritize workload effectively, meet deadlines, and handle confidential matters with discretion and professionalism.
• Demonstrated commitment to promoting social justice, equity, diversity, and inclusion within academic settings and ability to appreciate culturally diverse communities and individuals.
• Experience in monitoring fiscal resources on systems such as Workday, Unimarket, and Concur.
• Ability to triage and prioritize calls, make independent decisions, and provide consultative services.
• Knowledge and understanding of management principles, office protocol, and practices.
• Demonstrated skills in organizing, analyzing, problem-solving, recommending solutions, and implementing action.
• Possess tact, poise, and diplomacy in the face of challenging situations.
• Ability to collaborate with staff, administrators, faculty, and students to innovate and improve processes.
• Proficiency in office software and proven aptitude to learn new technologies.

Tools and Equipment Used:

• PC in Windows environment.
• Various software applications and databases.
• Internet, telephone, fax machine, scanner, photocopier, and other typical office equipment.

Posting Salary:

$25.71 - $29.53 per hour; Excellent Benefits


The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:

Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at .