"Program Coordinator - Professional and Continuing Education"

Position Title & Department: Program Coordinator - Professional and Public Programs; Professional and Continuing Education

Department Description: The University of San Diego's Division of Professional and Continuing Education (PCE) offers a robust portfolio of courses and programs needed by aspiring professionals that evolve in response to their professional development in the fields of business, education, and health care. PCE nurtures key partnerships on the local, national and international level to better serve working professionals who seek to enhance or build their careers, as well as with their employers to help achieve their highest value and potential.

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.

Detailed Description: The Program Coordinator/Senior Program Coordinator provides second-level support to students desiring assistance with any course, program and degree offered through Professional and Continuing Education if the Student Service Center is unable to resolve the issue. Provides direct support to instructors during their application, interview, selection, hiring, and scheduling process - with a keen focus on managing the university guidelines for background checks and HR compliance. Provides first-level support for returning instructors scheduled to teach regarding their contracts, room requests, and course and enrollment management issues. Trains instructors in the use of the student information system so they can retrieve their rolls and rosters. Trains instructors in the use of the learning management system and electronic document distribution systems. For online programs, the Program Coordinator/Senior Program Coordinator provides administrative and logistical support regarding educational program issues such as program planning, student consultation and advising, registration, courses selection, ordering course materials/textbooks, class schedules and timing, time management, and the timelines to complete all items regarding their degree program or course of student. Additionally, this position will review all of the online courses in the Learning Management System for quality assurance. Requires excellent communication skills in a fast-paced environment. Calm and effective communication must be provided in order to handle multiple tasks and requests regarding program information and scheduling. Requires a detail-oriented, independent worker who has the ability to collaborate and contribute in a team environment. Schedules courses and sections in the enrollment database, collects all instructor hiring documents, creates and manages instructor contracts for approval, provides instructor training in the student enrollment system, maintains the master course calendar, processes instructor stipends, processes invoices, produces rosters, tracks course and section progress, and supports the development and delivery of all program and curricular needs. Duties may include processing grades, organizing mailings, assisting in marketing efforts, tracking expenses, tracking and posting textbook information, making travel arrangements, and scheduling conference venues. Must have excellent spelling and grammar skills. Must have proven ability to anticipate needs and take initiative. Higher education experience in advising, counseling, or student support required. Proven ability to use computers for business applications, including word-processing, spreadsheets, data management and web-based database and administrative systems software.

Duties and Responsibilities:

• Instructor support: Coordinates the instructor application, approval, and hiring documentation - including communication and interaction with instructors and references to complete and send required documents and information. Serves as first-level support to instructors. Responds to email and telephone communication within 24 hours. Manages the contracting process for returning instructors - includes ensuring signed contracts are in place prior to course offering. Provides instructor training in student information system for rolls and rosters, in learning management system and electronic document distribution systems. Monitors instructor participation in courses - both on-ground and online. Drafts instructor stipend documentation and forms. Senior Program Coordinator engages prospective instructors in advising conversations that increase the number of course offerings and enrollments.
• Course management: Coordinates the course approval process and documentation. Coordinates course scheduling. Creates course profile in enrollment system and submits for approval via the established standards and workflow. Creates sections in enrollment system to include section profile, instructor assignment, fees, budget, and grading. Submits for approval via the established standards and workflow. Coordinates the end-of-course evaluations process- collects and summarizes evaluation data and provides appropriate feedback. Performs quality assurance on program website and updates information as needed. Schedules classrooms/venues for off-campus programs - while tracking and managing expenses. Alerts supervisors if unable to procure space or meet budget for venues. Maintains the Master Course List (MCL) for all program planning. For online programs: proactively monitors course and program development and initiates self-learning activities to stay abreast of course content, program policies, program promotional efforts, and university polices that may impact the program. Senior Program Coordinator takes initiative on the management of tracking and reporting program performance to the department.
• Student support: Serves as second-level support to students if the Student Service Center is unable to resolve the issue. Responds to email and telephone communication within 24 hours. Creates and updates the Student Support Timelines and Program Manuals. For online programs: Proactively contacts students each day by telephone to build and maintain relationships for student retention. Monitors student progress in student orientation. Contacts and verbally guides students through the orientation course if needed. Creates a Student Support Timeline and advises students on administrative deadlines and procedures. Responds to student requests for assistance within 24 hours. Monitors and assures timely postings of announcements, assignments, discussion questions, and exams. Contacts each new student by phone for Learning Preparedness Assessment; must speak with at least 90% of all new incoming students. Contacts new and returning students regarding registration procedures, orientation, textbooks and materials. Communicates re-registration deadlines. Implements re-entry initiatives. Provides basic website training and technical support. Senior Program Coordinator engages prospective students in advising conversations, encourages enrollments, resolves concerns, and mentors Program Coordinators.
• Process coordination and execution: Responds to all inquiries with courtesy. Directs calls appropriately. Follows university policy. Manages confidential information. Tracks expenses and keeps costs within budget. Orders supplies. Updates mailing lists. Maintains files. Supports marketing. Provides updates for Student Service Center. Attends meetings. Works with Instructional Designers. Participates in staff meetings. Reviews reports. Maintains positive relationships. Manages expectations. Meets retention benchmarks. Senior Program Coordinator creates internal documents, FAQs, and assists with training and projects.

Special Conditions of Employment: Background check and degree verification required.

Job Requirements: Minimum Qualifications: Bachelor’s degree or equivalent, two years in critical thinking role, two years in customer service. Performance Expectations: Ability to anticipate needs, experience in higher education, excellent communication and organizational skills, computer proficiency. Senior Program Coordinator requires three years related experience.

Tools and Equipment Used: Computer, telephone, fax, web-based systems.

Posting Salary: $22.99 - $26.72 per hour; Excellent Benefits.

Special Application Instructions: Resume and Cover Letter Required. Apply via online application.