Program Coordinator

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.

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 recordkeeping 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 inperson inquiries and concerns.
• Provide traumainformed 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 servicecentered reception area environment
• Serves as a customerfocused leader dedicated to enhancing each visit and ensuring the highest quality service for all.
• Ensure the physical environment of the Wellness Centers 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 offpeak 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 noncompliance 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 nonprogrammed spaces including Rejuvenation Lounge Front Lobby and Prayer and Reflection Room by coordinating scheduling of these areas.
• Provide administrative support for the Campus 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 offcampus 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 onboarding 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 preemployment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors Degree required. A masters 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 andAbilities:

• Exceptional customer service and interpersonal skills
• Ability to communicate effectively both orally and in writing with a diverse group of people
• Ability to provide traumainformed 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 collegeage 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
• Detailoriented
• 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

Hours: 37.5 hours per week

Closing date:Open until filled