Job Details

Program Coordinator
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Position Number: 6071832
Location: San Diego, CA
Position Type: Health - Health Education & Promotion

Program Coordinator

Position Title & Department: Program Coordinator; Health Promotion

Posting #: 5162

Department Description:
The Division of Student Affairs is committed to grounding our policies, programs, and procedures in antiracist practice. With this commitment, we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through an equity, inclusion, and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission in creating a welcoming environment where the dignity of all students, staff, administrators, and faculty at USD is embraced.

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:
This recruitment is open to current University of San Diego employees only. Only current USD employees are eligible to apply and be considered for this position.

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. Collaborates 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. Collaborates 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

Wellness Center Reception Area Coordination

Generate a positive, welcoming, inclusive, service-centered reception area environment
Serves as a customer-focused leader dedicated to enhancing each visit and ensuring the highest quality service for all.
Ensure the physical environment of the Wellness Center's reception area is elevated and welcoming to our diverse community members, addressing issues immediately when they arise.
Supervise, train, and motivate student employees to provide exceptional service, fostering a positive and cohesive work environment. Ensure the highest level of service in terms of greeting guests, fielding questions, checking in and directing visitors.
Coordinate student employee training as it applies to excellent guest services, acts of intolerance training, emergency procedures and workplace safety.
Coordinate student staff scheduling to ensure adequate coverage and efficient utilization of resources during peak and off-peak hours.
Manage the time and attendance for student employees to guarantee accurate payroll hours.
Conduct regular performance evaluations, provide constructive feedback, and support ongoing professional development.
Serve as a support staff in the use of Fusion software (or membership software platforms) - helping to manage schedules, providing training to new employees and troubleshooting
Work with the Assistant Director, Wellness Center Operations to ensure efficient and effective reception area support
Ensure appropriate coverage is scheduled at the reception area during evenings and weekends
Support the operations of the Wellness Center reception area during peak times and in the absence of student staff.
Collaborate with the student wellness teams to ensure reception staff are aware of and promote diverse initiatives and services offered by the Wellness Center.
Cultivate a welcoming, inclusive environment for all students, demonstrating cultural humility in interactions and understanding the needs of historically underrepresented populations.
Ensure that student workers are trained in crisis management, including making necessary referrals and understanding the importance of confidentiality and safety.
Address guest inquiries, complaints, and service requests in a professional and timely manner.
Conduct regular team meetings to discuss goals, address challenges, and celebrate successes.

Coordinate the Vector Solutions Mandatory Student Training Program

Manage the Vector Solutions platform 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, develop and manage annual communication plan to ensure maximum compliance and equity with fee issuance

CHWP 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 including Rejuvenation Lounge, Front Lobby, and Prayer and Reflection Room by coordinating scheduling of these areas.
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 expense reports, reimbursements, and petty cash requests.
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
Oversee the use and ordering of department supplies
Process incoming mail
Maintain office records in accordance with professional guidelines and standards.

Other duties as assigned

Cross training with other Student Wellness departments

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:

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:

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

Posting Salary:
$22.31 - $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. 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 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 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 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: March 11, 2025
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496936/program-coordinator