Operations Coordinator, School of Humanities, Arts, and Public Engagement

Point Loma Nazarene University•San Diego, CA

About The Position

The Operations Coordinator provides managerial, administrative, and logistical support to one or two Associate Deans or Program Directors in PLNU’s School of Humanities, Arts, and Public Engagement. The role supports the daily operations and coordination of undergraduate, graduate, and adult undergraduate programs, as well as assigned buildings. The coordinator works in an energetic, collaborative, collegial, and student-focused environment, managing detailed tasks while collaborating with colleagues and offering forward-thinking feedback. The position encompasses course scheduling and faculty support; recruiting, hiring, and onboarding; event planning; assessment and accreditation; marketing and communications; budgeting and scholarships; campus, student, and community support; building coordination; and general administrative services. Duties may include coordinating courses and exams, maintaining student and program records, supporting faculty searches, organizing events and travel, managing social media, tracking budgets, administering scholarships and honorariums, coordinating facilities needs, and providing administrative support to Associate Deans. Specific assignments may vary according to program needs and team capacity. The position is full-time, with a regular Monday–Friday schedule of 8:00 a.m.–4:30 p.m. Occasional schedule changes for program events, including late evenings and weekends, are expected approximately three to five times per semester. The role may require local travel and travel with faculty and students to off-site events. The listed pay range is $25.29–$27.32; actual salary depends on experience, education, skills, internal equity, and university funding resources. Employment is contingent on successful completion of a background check. Candidates must demonstrate Christian commitment and active church involvement and agree to live in accordance with PLNU’s Community Life Covenant.

Requirements

At least one year of administrative work experience.
Proficiency in Google Workspace, including Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, and Slides; Microsoft Word, PowerPoint, and Excel; and Workday.
Ability to compose written materials with correct spelling, grammar, punctuation, syntax, and format.
Strong organizational skills, dependable follow-through, adaptability, initiative, independence, decision-making ability, stress management, and ability to maintain confidentiality.
Ability to multitask and maintain workflow despite frequent interruptions.
Excellent interpersonal skills and an affable, flexible disposition when working with students, faculty, staff, campus partners, parents, donors, alumni, and the public.
Willingness to support and enthusiastically engage with people from diverse backgrounds.
Commitment to a Monday–Friday, 8:00 a.m.–4:30 p.m. schedule, with flexibility for occasional late evenings and weekends, approximately three to five times per semester.
Evidence of Christian commitment and active church involvement; agreement to live in accordance with PLNU’s Community Life Covenant.
Successful completion of a background check as a condition of the job offer.
Ability to sit comfortably for periods longer than one hour; use a computer keyboard, mouse, and monitor; read digital and paper documents; move between program buildings; and communicate effectively in person and by phone.
Ability to stand, stoop, push, pull, and lift up to 25 pounds throughout the day.

Nice To Haves

Two or more years of administrative work experience, preferably in higher education.
Experience coordinating groups of people, tasks, schedules, events, and physical spaces.
Proficiency in Adobe Creative Cloud, Canva, Mac products, and mass mailing software.
Understanding of social media and familiarity with current social media trends.
Familiarity with artificial intelligence models and willingness to learn their effective workplace use, including attending training.
Ability to quickly learn and assist with implementation of new software.
Accuracy, attention to detail, and ability to work as a team player.
Ability to travel locally for job-related duties.

Responsibilities

Provide administrative support to one or two Associate Deans or Program Directors.
Assist with scheduling and managing undergraduate and graduate courses, ensuring course information is accurate in Workday and helping monitor course trends, rotations, faculty needs, and student feedback.
Maintain and communicate academic advisor assignments; gather and track program data; coordinate unique final exam scheduling; and liaise with the bookstore, publishers, and professors regarding course books.
Support faculty recruiting and hiring, including coordinating search committee interviews and campus visits and sending follow-up correspondence; assist with adjunct onboarding and manage program-specific student worker hiring and hour tracking.
Plan and organize program events and activities, including student and faculty events, chapels, excursions, and conferences; potentially travel with faculty and student groups to off-site events.
Oversee marketing and advertising for assigned events; create event programs; arrange meals and snacks; and provide administrative, logistical, and event support to designated school partners, programs, and events.
Gather and audit course syllabi for university compliance and submit them to the Office of Educational Effectiveness each term.
Support program assessment, data gathering and reporting, WASC assessment, accreditation processes, and collection of assessment data in GPS classes.
Gather contact information for prospective TUG students and, when applicable, support marketing and communications to prospective and incoming AUG and graduate students.
Manage and update social media for associated programs, oversee a student social media manager if assigned, and contribute to the school newsletter.
Support preparation and maintenance of program budgets, track expenditures, and provide budget updates to Associate Deans.
Direct application, verification, and distribution processes for undergraduate scholarships and awards, honorariums, and contracts, coordinating with Student Financial Services and Accounts Payable as appropriate.
Maintain purchasing records for assigned School credit cards.
Coordinate communications with campus offices and departments, support students by explaining program policies and directing them to resources, and provide logistical, budgetary, event, and administrative support to assigned Honor Societies.
Assist the GPS Associate Dean with preparing and onboarding new AUG and GPS students in the assigned area.
Coordinate assigned buildings’ common areas, custodial needs, faculty office arrangements, furniture requests, posted course and exam schedules, facilities support, and emergency planning.
Provide general administrative support, including front-desk coverage when applicable, mail and supplies, travel arrangements, expense reports, invoices, merchandise purchases, and records, manuals, and documents.
Provide administrative support for Associate Dean meetings, including scheduling, arrangements, participant communications, minutes, and follow-up.
Schedule and manage program-specific processes such as language placement exams, entrance interviews, and auditions.
Provide exemplary service and communicate program information and the School’s mission, vision, and values to students, guests, stakeholders, faculty, and staff.
Provide administrative and research support to the GPS Associate Dean as needed and perform other duties assigned by the Associate Dean.