| Department Description: |
In the Catholic tradition, the Student Affairs Division strives to create an inclusive, educational environment which motivates and supports student learning and personal development, serves the University community, and inspires students to make a positive contribution to society. Our philosophy and approach is to collaboratively work with Academic Affairs and all areas of the University to create an integrated learning environment.
The Student Affairs Division is a dynamic, student centered and learning organization. We are poised to create a vibrant and active co-curricular learning experience for all students. Our emphasis on leadership development and social change allows us to work on developing future ethical leaders to serve in a complex, global and changing world. We are committed to fostering a sense of belonging and continuously building toward a just, welcoming and caring community for all.
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| University Description: |
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.
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| Detailed Description: |
The Program Coordinator serves an integral role on a team that ensures the reception area environment of both the Wellness Center and Center for Health and Wellness Promotion, (CHWP) are welcoming and engaging for our diverse campus community and guests and is reflective of our Catholic mission. Oversees daily front office operations, ensuring efficient scheduling, student support, and administrative coordination. Ensures a highly welcoming and supportive environment for students seeking CHWP counseling services. Leads the day-to-day operations of the CHWP and Wellness Center reception spaces. Leads other reception staff, coordinates student-facing processes, and ensures a smooth workflow that enhances USD’s mission to provide accessible, inclusive, and responsive services to the student body. Assists the CHWP Director in the development, planning and administration of a wide variety of administrative projects. Fields questions relating to every aspect of CHWP and Wellness Center’s operations and projects. Provides trauma-informed coordination and scheduling of CHWP counseling appointments, maintains strict confidentiality and exercises discretion at all times. Supervises, trains and evaluates student staff. Develops and implements staffing schedules and office procedures to ensure seamless staffing coverage of these highly visible campus spaces.
Ensures the seamless delivery of exceptional service to the USD community, anticipating student and USD community member needs and exceeding expectations at every touchpoint. Collaborate with CHWP and Wellness Center staff to support the development and execution of student engagement initiatives, health promotion events, and other activities to enhance student satisfaction and retention. Collaborate with the Assistant Director, Wellness Center Operations to ensure compliance with university and state rules and regulations regarding health and safety of building personnel and guests. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.
Duties and Responsibilities:
Center for Health and Wellness Promotion (CHWP) Reception Area Coordination
- Provide efficient and effective customer service at the CHWP reception area.
- Ensure the highest level of service delivery by students at the reception area, anticipating student/USD community and external community member needs, and exceeding expectations at every touchpoint.
- Foster a positive, welcoming, inclusive office environment.
- Act as the primary point of contact for students, ensuring compassionate, confidential, and responsive handling of all inquiries.
- Coordinate the scheduling of appointments and maintain a high degree of organization in the daily flow of the Center for Health and Wellness Promotion.
- Coordinate and oversee administrative tasks, including data entry, appointment reminders, and record-keeping, ensuring compliance with confidentiality protocols (HIPAA, FERPA).
- Implement and improve office systems, including the use of counseling software and communication channels, to enhance workflow efficiency.
- Respond to and/or triage all phone, email and in-person inquiries and concerns.
- Provide trauma-informed confidential coordination and scheduling of counseling appointments for student who are impacted by sexual and relationship violence, clients with mental health conditions, and clients with substance use disorders or who have violated University policies regarding alcohol and other drug use and are mandated to attend services.
- Respond to urgent/crisis scheduling requests from internal and external partners.
- Serve as the reception area coordinator for clients in crisis situations, working closely with the counseling team and following established protocols for immediate response.
- Coordinate and manage shared Google calendars.
- Manage confidential appointments in Point and Click (PnC) scheduling system.
- Maintain the highest level of professional confidentiality in accordance with professional guidelines and governmental regulations such as HIPAA and FERPA.
- Maintain a clean and organized reception area.
Coordinate the Student Wellness Mandatory Student Training Program
- Manage online wellness trainings and all processes related to the annual required online courses for all students.
- Coordinate communications with USD staff and students regarding annual training requirements through the Student Training salesforce case management account.
- Respond to inquiries from students, families, and other campus stakeholders through the Student Training salesforce case management account.
- Elevate inquiries to leadership for additional support, as appropriate.
- Monitor compliance for each student population sending a report to Student Accounts when non-compliance fees or adjustments need to be placed or adjusted on their student account.
- Under guidance from leadership team, develop and manage annual communication plan to ensure maximum compliance and ensure with fee issuance.
- Work closely with the Student Affairs Business Director to manage and reconcile revenue received. Ensure financial management best practices are performed.
CHWP and Palomar Health Student Wellness Center Administrative Support
- Collaborate with CHWP and CHWP counseling team to ensure efficient and effective program and service delivery.
- Manage “My Postings” for CHWP.
- Support the Assistant Director, Wellness Center Operations in managing all non- programmed spaces.
- Provide administrative support for the Campus Assault Resources and Education (C.A.R.E) program.
- Maintain the Wellness Center Student Wellness Be Well/Suicide Prevention and CHWP websites and digital signage.
- Track and manage the Narcan Training and Distribution Program log, calendar, and shared inbox.
- Develop summary reports of related program activities.
- Provide administrative support to CHWP personnel on special projects.
- Respond to Student Wellness presentation requests, track all outreach details, and coordinate with campus partners and staff to ensure successful collaboration.
- Utilize EMS (Event Management System) to schedule space reservations for department meetings, programs & events.
- Coordinate with Parking Services to offer parking for special events and off-campus guests/candidates.
- Process Concur expense reports.
- Process departmental business transactions (i.e. purchase orders, reimbursements, etc.).
- Prepare expense summaries for major office events.
- Provide administrative support for hiring and on-boarding processes, as needed.
- Manage office supplies, ordering department supplies as needed.
- Process incoming mail.
- Maintain office records in accordance with professional guidelines and standards.
Other duties as assigned
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.
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| Job Requirements: |
Minimum Qualifications:
- Bachelor's Degree required. A Master’s degree may substitute for one year of work experience, at the rate of two years of education is equivalent to one year of work experience.
- Two years of experience working within an administrative setting with responsibilities such as customer service, development/management of policies and procedures, and management of confidential information is required.
Preferred Qualifications:
- Experience managing budgets or other financial processes preferred
- Previous supervisory experience is preferred
Performance Expectations - Knowledge, Skills and Abilities:
- Exceptional customer service and interpersonal skills
- Ability to communicate effectively, both orally and in writing, with a diverse group of people
- Ability to provide trauma-informed administrative support
- Excellent organizational skills and ability to prioritize multiple tasks
- Ability to create a welcoming and engaging physical space that provides exceptional service to our diverse campus community and guests and is reflective of our Catholic mission.
- Demonstrated cultural competencies and demonstrated commitment to diversity, equity and inclusion
- Ability to supervise, teach, and motivate college-age individuals
- Ability to work independently under minimal supervision, take initiative, and respond to changing deadlines and multiple priorities.
- Ability to manage multiple duties of sensitive and confidential nature
- Maintain confidentiality regarding sensitive student information and other aspects of daily work
- Ability to resolve problems in an effective and efficient manner.
- Ability to interact responsibly and deal effectively with challenges, and exercise independent judgment when making decisions
- Ability to reason logically, draw valid conclusions, and make appropriate recommendations.
- Ability to maintain a positive attitude and calm demeanor during challenging situations
- Ability to extract, analyze, interpret and produce clear and concise reports
- Detail-oriented
- Ability to interact effectively and diplomatically with diverse personalities
- Advanced working knowledge of computers and software programs (Google Suite, Canva)
- Thorough and working knowledge of modern office practices and procedures
- Ability to be flexible and versatile in order to contribute to evolving work situations
- Possess excellent organizational and time management skills
- Ability to keep and maintain records in a neat and orderly fashion
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| Posting Salary: |
$23.20 - $31.32 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.
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