Operations Program Coordinator Jobs in Poway, CA

Position Title & Department:

5585

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Duties and Responsibilities:

Customer and Operations Support

• Serves as the primary point of contact for the department, in person and over the phone - expertly handling inbound inquiries, greeting visitors, and ensuring a welcoming and responsive service environment for all customers and stakeholders.
• Oversees the main Career Center email account, responding to and triaging inbound inquiries with a high degree of customer service.
• Responsible for the opening and closing procedures of the main Career Center lobby and student appointment check-in area.
• Responsible for the management and ordering of office supplies and resources.
• Assist Senior Director with budget tracking and reporting as necessary.
• Process payments for vendor renewals and other items through online systems and in coordination with the Procurement Department.
• Coordinate the administrative process for student financial awards and stipends, including processing payments, managing communications to recipients, and supporting the fulfillment of engagement incentives, prizes, and contest rewards.
• Assist leadership team and staff with logistics and administrative tasks for departmental initiatives and events; including data entry, room reservations, parking for external visitors, catering, and other related items as needed.
• Process user account accesses requests for career development platforms, including Handshake and TEAM; execute related reports and administrative tasks as needed.
• Provide task-based supervision for student assistants as assigned to support departmental projects and office operations.
• Provide administrative support to the Senior Director to ensure efficient operations.

Program Coordination and Engagement

• Coordinate and administer the operational tasks for Mentor Match and other departmental engagement initiatives to connect students with meaningful career experiences.
• Manage and maintain applicant/participant tracking systems to efficiently organize and execute programs connecting students with external stakeholders including employers, parents, alumni and others.
• Oversee and execute communications to participating students, ensuring the completion of required commitment tasks, meeting of deadlines, etc.
• Execute program-specific communications for professional mentors, alumni, and other external partners; serving as the primary point of contact for logistical inquiries and ensuring the completion of required program tasks.
• Collaborate with career counselors and the marketing team to ensure effective promotion of programs to students by equipping them with necessary information and/or directly sending communications as needed.
• Collaborate with the Employer Relations team to transition external partners and alumni into engagement initiatives; serving as the operational point of contact for onboarding and support within the program environment.
• Utilize systems and technology platforms such as PeopleGrove (TEAM) to enhance mentorship and other initiatives to connect students with meaningful career exploration and development experiences.

Strategic Initiatives Support

• Under the guidance of the Senior Director - serve as a liaison to the Leadership Team to support the three operational units (Employer/Alumni Relations, Career Counseling/Programming, Communications/Assessment) with strategic priorities and project/task facilitation that align with the center's goals and objectives as needed.
• Provide administrative support to the Leadership Team on an as-needed basis.

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. 

Minimum Qualifications:

• Bachelor's degree required. Substitution: A high school diploma and two additional years of work experience may substitute for Bachelor's degree, at the rate of two years of education is equivalent to one year of work experience.
• 1 year of related work experience required.

Preferred Qualifications:

• 2 or more years of related work experience.
• Strong project coordination skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proven ability to work collaboratively within a team to achieve shared goals and objectives.
• High comfort level with technology, project coordination, database, and software systems.
• Strong problem-solving and analytical thinking abilities.
• Experience working effectively in an environment with frequent interruptions.

Performance Expectations - Knowledge, Skills and Abilities:

• Excellent customer service, communication, and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and stakeholders.
• Excellent organizational skills and evidence of strong follow-through and attention to detail.
• Proven ability to efficiently triage and resolve customer inquiries while maintaining composure and a professional approach.
• Demonstrated problem solving and customer service skills.
• Ability to work in highly collaborative environment with strong written and verbal communication skills.
• Ability to handle multiple tasks and projects with frequent interruptions.
• Ability to be self-directed.
• Strong administrative skills and attention to detail with inputting, managing information, and coordinating projects.
• Ability to handle confidential information with tact and discretion.
• Strong customer service abilities in solving and/or triaging inquiries to the Career Development Center.
• Ability to understand and appreciate the role the Career Development Center holds in ensuring the success of USD students.
• Demonstrated ability to coordinate several projects simultaneously and communicate status of those projects to multiple colleagues.
• Strong ability to track and manage daily tasks and deadlines.
• Knowledge of MS Word, PowerPoint, and Excel.
• Ability to learn and navigate CRM databases (e.g., Salesforce), career management platforms, and other departmental software systems.

$27.00 - $29.00 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.  USD: Human Resources: Benefits

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.

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 jobs@sandiego.edu.

37.5 Hours per week

Closing date: Open until filled

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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.