Administrative 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.

This is a full-time temporary benefit-based position with an anticipated end date of August 31 appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The University of San Diegos College Corps Fellowship Program is seeking a highly capable proactive and mission-aligned Administrative Coordinator to serve as the primary administrative and operational partner to the Program Director. This full-time role is critical to the success and sustainability of the College Corps program and broader Mulvaney Center efforts. More than a traditional administrative assistant this position is strategic leadership-adjacent and collaborative.

The Administrative Coordinator will manage key program logistics communication systems financial processes stakeholder engagement and staff coordination while co-developing training systems internal standards and scalable workflows. This role also coordinates with the Executive Assistant to the AVP for Community Engagement & Anchor Initiatives on institutional efforts.

This individual will play a vital role in representing the professionalism care and mission-driven commitments of USDs service-learning work both internally and in the community.

Duties and Responsibilities:

Executive & Strategic Operations Support:

• Serve as the primary coordinator for the Program Directors calendar travel communications meetings and project deadlines.
• Coordinate cross-team updates and briefings from College Corps staff to keep the Director informed of day-to-day operations.
• Draft review and organize internal documents including MOUs event briefings and program protocols to be reviewed by the Director and AVP.
• Prepare program budgets expense reports and administrative summaries for review by the Director.
• Represent the Director in meetings and events when needed.
• May support day-to-day functions of the program and oversight to other coordinators from a managerial capacity for the Director.

Program Infrastructure Staff Development & Standards:

• Co-develop internal guides program manuals and training materials for student and staff onboarding.
• Collaborate with the Director Program Manager and Coordinator team to establish best practices workflows and scalable systems.
• Assist in planning and co-facilitating team trainings retreats and staff workshops that foster accountability learning and team cohesion.
• Lead or contribute to standard-setting efforts for administrative quality and internal coordination.

Stakeholder & Community Partner Engagement:

• Coordinate logistics materials communications and event planning for external stakeholder gatherings site visits and community meetings.
• Serve as a point of contact and liaison between community partners College Corps staff and the Office of the AVP.
• Support initiatives aimed at improving the stakeholder experience and deepening partner relationships.
• Assist in the preparation of stakeholder briefings summaries talking points and follow-up documentation.

Program Administration Compliance & Finance:

• Coordinate student payment systems tracking and submitting stipend requests for fellows.
• Submit stipend/staff/faculty payment requests for community partners and affiliated personnel.
• Maintain fellow records and required documentation for grant and program compliance.
• Manage expense reports process reimbursements and track purchasing across College Corps and Mulvaney Center activities.
• Prepare financial summaries for grant reports and budget forecasting.

Transportation & Logistics Oversight:

• Oversee the recruitment hiring scheduling and support of Mulvaney Center van drivers. Works closely with the Associate Director for Student Leadership & Learning who oversees our Federal Work Study (FWS) program.
• Track and process transportation reimbursements (PRONTO passes rideshare mileage etc.).
• Ensure routine maintenance and usage oversight of the Mulvaney Center vans.

Special Conditions of Employment:

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.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum of five (5) years of experience in an administrative support role preferably in an educational or nonprofit setting.

Preferred Qualifications:

• Associates or Bachelors degree in a relevant field preferred.
• Experience supporting senior leadership or high-impact programs in higher education or nonprofit environments.
• Experience with College Corps AmeriCorps or grant-funded programs.
• Experience mentoring students and supporting cross-functional teams.

Performance Expectations- Knowledge Skills andAbilities:

Knowledge of:

• Higher education program operations and executive administrative support practices.
• Budget processes purchasing protocols and payment systems.
• Community engagement frameworks service-learning models and grant compliance (preferred).
• Staff development principles team communication systems and standard-setting strategies.
• Microsoft Office Suite Google Workspace Zoom and relevant scheduling platforms (e.g. Calendly).

Ability to:

• Balance urgent administrative tasks with long-term strategic planning.
• Communicate clearly and diplomatically with diverse groups including students faculty and external partners.
• Lead projects initiate solutions and implement systems with minimal supervision.
• Develop internal resources and tools that increase organizational clarity and accountability.
• Exercise sound judgment confidentiality and discretion with sensitive matters.
• Adapt to shifting priorities while maintaining professionalism and high standards.

Resume and Cover Letter Required

Hours: 37.5 hours per week

Closing date: June 17 2025