Program and Operations Coordinator

University of the Pacific • Stockton, CA

2d

About The Position

The Program and Operations Coordinator provides comprehensive administrative, operational, and programmatic support for the Osher Lifelong Learning Institute ( OLLI ) at Pacific. This position oversees enrollment and registration processes, supports programming delivery (in-seat and distance education), manages office operations, ensuring smooth operational workflows and serves as a primary point of contact for instructors and members. The role requires strong organizational skills, attention to detail, customer service excellence and enjoys working in a member-focused educational environment. Will have an acute knowledge of Benerd College and University of the Pacific policies, procedures and processes. The essential functions listed below identify duties generally assigned to this position. The incumbent may perform many, but not all, of the listed duties, and additional responsibilities may be assigned based on business need. This is a 12-month position, 37.5 hours per week.

Requirements

• Two years (2) of post high school education with a minimum of 36 units of completed coursework.
• Three (3) years of work experience.

Nice To Haves

• Bachelor’s Degree.
• Knowledge of Microsoft Access, MS SharePoint, Banner or PeopleAdmin, and other office software.
• Experience supporting leadership in a highly diverse, interactive organization (especially in higher education).
• Proficient use of current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email.
• Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Responsibilities

• Program & Operational Coordination Coordinate logistics for OLLI courses, lectures, and special programs, including scheduling, facilities, equipment setup, and technical support. Coordinate guest speaker and presenter arrangements. Track supplies and submit order requests as needed to support programs and events. Maintain and coordinate the department calendar of programs and events; ensure office personnel are informed of current university updates.
• Enrollment, Registration & Data Analysis Oversee end-to-end enrollment and registration processes for OLLI programs. Serve as primary operator and coordinator for department enrollment and registration systems, including Banner, Axiom, and Destiny One. Maintain accurate electronic and paper records, including class enrollments, member records, evaluations, and compliance-related files. Analyze enrollment, registration, and participation data to identify trends, patterns, and areas for improvement. Prepare enrollment reports and summaries to support program planning, forecasting, and operational decision-making. Monitor course fill rates, waitlists, cancellations, and historical enrollment trends.
• Office Operations & Front-Line Support Serve as an initial point of contact for OLLI at Pacific and manage daily office operations. Answer telephones and respond to email and walk-in inquiries from students, community members, and OLLI members. Monitor and maintain OLLI at Pacific voicemail inboxes, and incoming/outgoing mail services. Oversee office supply inventory, request supplies, and coordinate office equipment service calls. Serve as lead cashier for OLLI office operations
• Administrative & Staff Support Perform administrative duties using working knowledge of Benerd College and University of the Pacific policies, procedures, and practices. Compose and prepare correspondence, reports, presentations, and emails using standard business software. Provide administrative support to managers and staff, including assembling instructor packets, tabulating evaluations, and distributing catalogs. Schedule and arrange meetings, travel, and lodging for personnel or visitors. Ensure reimbursements are processed appropriately.
• Instructor, Volunteer & Campus Coordination Assist with hiring and processing instructors, including EPAFs and related documentation. Assist in supervising volunteer activities, including office assistants, lecturers, course facilitators, day-trip leaders, and special event teams. Serve as liaison with OLLI , Benerd College, and campus departments and administrative units.
• Marketing, Communications & Continuous Improvement Support OLLI marketing and communications efforts, including website and social media updates as needed. Collaborate with the administrative team on projects and office-wide initiatives, serving in a lead or support role as appropriate. Recommend new procedures and data-informed improvements to streamline administrative, enrollment, and operational processes.
• Event Coordination Organizes or assists with coordination of unit events including reserving facilities and coordinating equipment setup and technical support. Processing vendor payments and managing event expenses. Requesting event supplies and materials. Serving as primary contact with campus departments and units. Coordinating guest or presenter arrangements.
• Other Duties Perform other related duties as assigned. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree