Coordinator, Academic Programs

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Position Status : Full-time regular

Location : San Diego

Position Type : Staff, Joan B. Kroc School of Peace Studies

Position Title : Coordinator, Academic Programs; School of Peace Studies

Department Description :

The Kroc School of Peace Studies trains the changemakers and peacebuilders of today and tomorrow. Kroc is the first stand-alone school of peace in the United States.

Innovation in learning and programs is at the center of what we do and who we are. We combine theory and practice not just to understand crises and world issues, but also to imagine new possibilities and develop solutions to humanity’s urgent challenges from increasing inequality and violence to climate change.

At Kroc, people discover new ways of building more peaceful and socially just communities through a multidisciplinary lens and experiential learning.

We look for passionate individuals who believe in the power of university learning to transform the world for the better.

Detailed Description :

Provide comprehensive administrative support to the Assistant Dean of Academic Affairs and the Kroc School’s Academic Programs & Admissions Unit.

Act as the primary liaison between faculty, students, other departments, and the public, ensuring effective communication and a welcoming environment.

Oversee the maintenance of the Kroc Student Resources Site, manage student and department records, and handle confidential matters with discretion.

Support the academic scheduling process in collaboration with campus schedulers and assist in managing budgets, tracking expenditures, and processing financial transactions.

Coordinate logistics for meetings and events, including classroom reservations and special academic events such as Orientation and Commencement.

Supervise work-study students and manage the weekly academic programs newsletter. Facilitate the onboarding process for graduate, research, and teaching assistants, and support faculty with administrative tasks related to course materials and program assessments.

Additionally, assist the Director of Admissions with admissions inquiries, scholarship processing, and recruitment events.

Perform general office management duties and other responsibilities as needed.

Duties and Responsibilities :

Administrative Support to Academic Programs :

• Provide comprehensive administrative support to the Assistant Dean of Academic Affairs and Academic Programs & Admissions Unit, including managing relevant calendars and distribution lists, the Kroc School’s mailbox, and general office management.
• Act as the first point of contact, providing a professional, welcoming environment for visitors, and serve as a liaison between faculty, students, other departments, and the public.
• Maintain the Kroc Student Resources Site, ensuring accurate and up-to-date information.
• Assist with budgets, track expenditures, process invoices, SOG reimbursements and prepare travel and expense reimbursement requests using Concur and Workday.
• Support the auditing and tracking of student progress in Degreeworks.
• Organize logistics for meetings and events, including reserving rooms, ordering equipment, catering, and supporting special events like Orientation and Commencement Celebrations.
• Independently compose correspondence, prepare reports, maintain organized student and department records, and handle highly confidential matters with discretion.
• Facilitate communication between Kroc School administration and USD administration, ensuring policies are enforced and approvals are in place.
• Coordinate the onboarding process for graduate, research, and teaching assistants, including processing HR paperwork in Workday and time tracking.
• Supervise and manage the weekly academic programs newsletter, working closely with student staff.
• Hire, train, and supervise work-study students, managing their workload based on departmental needs.
• Other duties as assigned.

Administrative Support to Admissions :

• Respond to questions and direct inquiries, including email inquiries relating to Kroc School admissions and assist with admissions data tracking as requested.
• Work with the Director of Admissions to manage the distribution of merit scholarship decisions, draft financial aid award letters, process scholarships and other relevant forms for Financial Aid and Scholarships.
• Assist the Director of Admissions as requested with information sessions, open houses, and recruitment events.

Administrative Support to Faculty :

• Provide administrative support to the faculty and visiting scholars such as Library E-reserves, photocopying, scanning, and preparation of class materials.
• Facilitate the processing of forms (course substitutions, independent studies, change of program, and waivers).
• Write meeting minutes and provide general support to the Curriculum Committee and Program Assessment Committee.
• Responsible for development and oversight of course evaluations. Act as CoursEval database manager.
• Coordinate the onboarding process for graduate, research, and teaching assistants, including processing HR paperwork in Workday and time tracking.
• Work with the Associate Dean, Assistant Dean, and faculty to help facilitate updates to the course catalogue annually.

Academic Scheduler :

Collaborate with the Assistant Dean, Associate Dean, department chairs, and faculty to develop academic space assignments and schedules for each semester.

This role involves forecasting course enrollments, retrieving, compiling, and analyzing course data, assessing classroom space plans, inputting course schedule into Banner, and finalizing sections, including reserving classrooms and coordinating cross-listed courses where necessary.

• Participate in university working groups related to the implementation of updates and the rollout of new scheduling and catalog platforms.
• Work with University Lead Scheduler, as well as other on-campus schedulers to ensure scheduling is more efficient on a campus-wide basis.

Special Conditions of Employment :

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 :

Four years of progressively responsible executive administrative support experience required, preferably in a university or other education environment.

Education beyond a high school diploma may substitute for up to two years of experience at the rate of two years of education is equivalent to one year of experience.

Preferred Qualifications :

Performance Expectations - Knowledge, Skills and Abilities :

• Demonstrated initiative and experience independently setting priorities, organizing workload, and managing conflicting goals and agendas in a fast-paced environment.
• Demonstrated effective oral and written communication skills and strong interpersonal skills.
• Computer fluency and proficiency in the use of internet and software such as Banner and Workday, Salesforce, and Microsoft and Google Suite of Products (Gmail, Word, Excel, PowerPoint).
• Experience with bookkeeping.
• Demonstrated problem solving and analytical skills.
• Ability to maintain confidentiality.
• Possesses skills of tact, poise, diplomacy, and hospitality with a diverse population in a demanding environment.
• Demonstrated ability to work effectively with minimal supervision.
• This person must enjoy contact with the public, be skilled at problem solving, and possess flexibility and versatility in order to contribute to evolving work situations.
• Experience working with and serving a diverse community.
• Demonstrated ability to remain flexible and ability to work in a growing and changing organization.
• Ability to initiate, coordinate and complete various projects with minimal supervision.
• Ability to prioritize and manage multiple tasks simultaneously; work in a fast-paced and occasionally high-pressure environment.
• Ability to interact appropriately with students, parents, and colleagues.
• Knowledge of or ability to learn software programs (Banner, Workday, Salesforce, Cascade, Concur).
• Knowledge of the Federal Work Study program including employment, budget, and evaluation.
• Knowledge of University policies and procedures.
• Understanding and knowledge of Kroc School faculty, staff, and programs.
• Ability to work cooperatively with employees not under her / his direct supervision.
• Ability to foresee future needs and respond accordingly.
• Ability to recognize the need for new procedures and assist in their implementation.

Tools and Equipment Used :

PC in Windows environment, various software applications, Ethernet, telephone, fax machine, scanner, photocopier, 10-key calculator, and other standard office equipment.

$26.22 - $30.12 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 [email protected].

Note : External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager / committee throughout the posting period.

A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu / smokefree.

Advertised : September 20, 2024 Pacific Daylight Time

Applications close : Open until filled

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