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Operations Coordinator

Apply now Posting #: 4714
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Joan B. Kroc School of Peace Studies

Position Title & Department:

 Operations Coordinator; Operations and Events
Posting #


Department Description:

The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.

University Description:

The University of San Diego, a contemporary and engaged Roman 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.

Detailed Description:

The Operations Coordinator is responsible for ensuring the Joan B. Kroc School of Peace Studies (KIPJ), Knauss Center for Business Education (KCBE), Learning Commons (LC) Camino Hall (CH) facilities and Casa de La Paz (CDLP) guest residence including all offices, classrooms, meeting rooms, overnight guest rooms, and public spaces, are welcoming and engaging for our diverse campus community and guests. Oversee and coordinate daily operations including but not limited to, assisting director in managing staff, scheduling of space, the coordination and execution conferences, events, guest overnights, use of classrooms, the set-up, operation and troubleshooting audiovisual equipment, maintenance, and safety. Ensure the highest level of customer service is offered to clients. Exercise independent judgment and initiative in bringing information opportunities or challenges to the Director’s attention. The Operations Coordinator is responsible for facility opening, closing and emergency evacuation procedures, and compliance with University and state rules and regulations regarding safety of building personnel and guests. Represent the University of San Diego while working with the campus community and the local, national, corporate, and non-profit communities.

Duties and Responsibilities:

Operations and Events               

  • Coordinate logistics and support for all conferences, events, guest overnights and use of classrooms.
  • Conduct pre-event logistical planning of event and overnight guest related services provided by the unit.
  • Daily execution of all events and activities from set-up to strike. Serve as client point of contact throughout event, coordinating services, managing transitions, assist in directing operations staff. 
  • Ensures the smooth flow of each event including any potential conflicts between multiple events occurring at the same time.
  • Conduct room set-up including but not limited to furniture and audiovisual equipment, Job
  • Assist with  custodial service as necessary. Utilize event management (EMS) and room diagram software (Social Tables) and update regularly to reflect changes in services or equipment needed for events
  • Conduct post event follow-up with clients to express appreciation, solicit feedback to improve services and discuss repeat or potential future business.
  • Coordinate service requests including campus services such as catering, parking, tram, etc., and outside sources, ensuring all services are provided in a timely manner and meet the standards of delivery established by Operations unit.
  • Provide care, upkeep and troubleshoot audiovisual and other equipment and furnishings, and coordinate repairs.
  • Ensure the four-unit Casa de la Paz guest residence is maintained and ready to receive guests.
  • Proactively monitor the facilities to ensure it is clean, orderly, and comfortable for staff and guests.  Make routine checks of all interior and exterior spaces. Take the necessary action to address any problems.  Make recommendations to the Director on improvements to the facility and functionality.
  • Take a lead role in emergency and evacuation management. Conduct annual inventory of all event space and resources including furniture, audiovisual and other equipment, linens, towels and bedding.
  • Make recommendations to the Director on new or replacement equipment, furniture, supplies and other purchases.
  • Prospect for new external event business and conduct site inspections for potential clients.
  • Attend campus scheduling and other meetings.
  • Develop a special projects list and keep director updated on status of projects as requested.

Personnel Management

  • Assist with recruiting, training, scheduling and supervising Operations unit full-time staff, part-time casual staff, Federal workstudy and other student staff, in the daily operation of the facility and the coordination and execution of all events.
  • Participate in weekly staff meetings to review upcoming activities, discuss past events and solicit feedback on how to improve service or delivery.

Special Conditions of Employment:

  • This person must be flexible and willing to work a demanding schedule that often requires early morning or late evening and weekend hours, changes on a weekly basis, and may require overtime. 
  • They must able be able and willing to perform duties of subordinates or others as needed and or dictated by the requirements of scheduled activities. 
  • They may be contacted during non-scheduled times to assist with challenging or emergency situations.
  • Must be able to lift and move furniture up to 50 lbs.

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:

  • High School diploma required
  • Two years of work experience required. A minimum of one year demonstrated knowledge and experience in the set-up, operation and troubleshooting of audiovisual equipment required. Audiovisual technical experience including support and training for Creston, AMX video and audio switching equipment, LCD projectors, lighting, live streaming, and wireless sound 
  • Demonstrated knowledge of an ability to use EMS or equivalent reservation software.
  • Excellent communication and interpersonal skills including tact, diplomacy and flexibility, with a desire to provide superior customer service.

Preferred Qualifications:

  • Bachelor’s degree from an accredited college or university preferred or equivalent work experience. Hospitality, Tourism or another related field preferred.
  • Event coordination experience in a college or university setting, hotel conference center or similar environment preferred
  • One year of supervisory skills preferred
  • Experience with room diagramming software preferred.
  • Event/venue sales experience preferred.
  • Ability to speak Spanish preferred.

Performance Expectations - Knowledge, Skills and Abilities:

  • Have the ability to work well in a diverse environment with diverse personalities.
  • Able and willing to represent the University, and the Operations and Events office in a positive manner.
  • Ability to establish and maintain good working relationships with colleagues, faculty, staff, students, clients and the public. Ability to lead teams, work collaboratively and independently with minimal supervision, assume responsibility, and effectively deal with problems.
  • Ability to work cooperatively while not under direct 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.
  • Possess tact, poise and diplomacy with a diverse population in a demanding environment.
  • Ability to exercise independent judgment when making decisions and handle confidential information. 
  • Ability to reason logically, draw valid conclusions and make appropriate recommendations.
  • Ability to work nights and weekends depending on the event schedule. Detail oriented with strong organizational skills in order to prioritize work for self and staff, with the flexibility to adapt to changing conditions and frequent interruptions.
  • Ability to anticipate and recognize problems, issues and opportunities as they arise and advise staff and internal and external clients appropriately.
  • Knowledge of, and or ability, to comprehend and interpret university and departmental policies and procedures.
  • Ability to communicate effectively in English, both oral and written.
  • Ability to operate a PC in a Windows environment and navigate software programs.
Posting Salary:

$24.00-28.00 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.

Special Application Instructions:
Resume Required, Cover Letter Preferred
Click 'Apply Now' to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers’ review.  You are also strongly recommended to upload a cover letter 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.
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five 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: Pacific Daylight Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.