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

PLNU is a Christian liberal arts university in the evangelical, Wesleyan tradition, offering quality undergraduate, graduate and professional programs. We provide higher education in a vibrant Christian environment where minds are engaged and challenged, character is modeled and formed, and service is an expression of faith. PLNU is an institution that is committed to reflecting the rich diversity of God’s kingdom. We therefore encourage applications from culturally diverse candidates.

Benefits:

We are pleased to offer attractive benefits and resources. This includes benefits such as health, dental, tuition benefits for employees and dependents, competitive retirement matching, vacation and sick time, and 15 paid holidays per year. In addition, we have many opportunities to engage with our community including staff chapel and a robust wellness program.

Job Summary:

Offer managerial, administrative, and logistical support to one or two of the Associate Deans of the School of Humanities, Arts, and Public Engagement in order to help with the daily operations and overall coordination of some of the programs (TUG, AUG, and grad) within this academic unit, as well as the buildings that house the programs. The Operations Coordinator should be comfortable in an energetic and collaborative environment and should be an organized, self-motivated problem-solver who can manage a variety of highly detailed tasks. This individual should have strong written and verbal communication skills and should thrive in a collegial, student-focused environment. Finally, candidates should be effective at managing details, but also adept at collaborating and offering forward-thinking feedback.

Salary:
Pay range $25.29 - $27.32
Actual salary offered is determined by the candidate’s experience, education, skills, and other factors, including internal equity and university funding resources.

Job Status:

Full time

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Job Description:

Key Responsibilities

Provide administrative support services to one or two of the School of Humanities, Arts, and Public Engagement Associate Deans or Program Directors, including but not limited to: 

Course Scheduling, Teaching, Advising, and Faculty Support (15%)

• Support the Associate Dean and the Director of Operations with scheduling and managing undergraduate and graduate courses (in person, online, and hybrid), including:
  • Assist with the course scheduling process as needed. 
  • Work with the Director of Operations to ensure accuracy with regard to the School’s courses on the university’s registration system (on Workday). 
  • Support the Director of Operations to monitor course trends, course rotation needs, faculty needs, and student feedback with regard to courses.
  • Work with the Office of Records to schedule any final exams that have unique scheduling needs (e.g., language final exams).
• Maintain the records for and communicate with students and faculty about academic advisor assignments.
• Help with gathering and tracking program data and assessing the scheduling of courses from a big picture perspective.
• Function as the liaison between the PLNU bookstore, publishers, and professors to order books (desk copies, exam copies, and student copies) as requested.

Recruiting / Hiring / Onboarding (5%)

• Provide administrative support for recruiting and hiring prospective full-time and part-time faculty, including making arrangements for search committee interviews and on-campus visits and sending follow-up correspondence.
• Provide administrative support for onboarding prospective adjuncts. 
• Oversee hiring and employment of program-specific student workers as needed, including the tracking of student worker hours for budgeting purposes.

Event Planning and Support (20-25%)

• Provide logistical planning and organization in the execution of program events and activities, including student and faculty events, program chapels, course excursions, and conferences hosted by faculty within the programs overseen by this position.
• Possible travel with faculty and student groups for off-site events, such as concerts or conferences.
• Oversee the marketing and advertising for certain program or school events.
• Create event programs (digital or printed) as needed (if applicable, this will be completed in coordination with the Operations and Building Coordinator).
• Order and pick-up (or arrange for delivery of) meals and snacks for program-specific meetings and events.
• Provide administrative assistance and support to key partners, events, and programs and members of the School of Humanities, Arts, and Public Engagement, such as the Writer’s Symposium by the Sea, Lomaland Film Festival, the Loma Writing Center, the Honors Program, the MA in Writing Program (including the Visiting Writers Series), and Cider Celebration. The exact breakdown will be determined by need (of faculty, Directors, and Event Coordinators) and availability (of the Operations Coordinator), and the Operations Team should work together, along with the Leadership Team, to determine who has the time, capacity, and skill to work on a particular event or project.

Assessment & Accreditation (5%)

• Gather and audit the course syllabi for the TUG, grad, and AUG programs in the position’s area to ensure proper university. compliance and send them to the Office of Educational Effectiveness each term. 
• Support the program assessment process for the associated programs, including: 
  • Gathering and organizing data and assisting in the reporting process. 
  • Assisting the Associate Dean in the WASC assessment process. 
• Provide, under the direction of the Associate Deans or the Associate Dean’s designee, support for any accreditation processes for the associated programs. 
• Assist with the collection of assessment data in GPS classes in the position’s area.

Marketing, Communication, and Social Media (10%)

• Work with the Office of Admissions (2-3 times per year) to gather contact information for prospective TUG students.
• If applicable, work with the GPS Office and the Associate Dean in marketing to and communicating with prospective and incoming AUG and graduate students.
• Manage and regularly update social media for the associated programs. If a student worker is hired to do social media, the Operations Coordinator will oversee this student manager’s work. 
• Contribute to the school newsletter. 

Budgeting & Scholarship (5-15%)

• Support the Associate Dean in maintaining and preparing the budgets for the associated programs. 
  • Closely track budgets to ensure that expenditures are within budgetary constraints and offer updates to the Associate Dean. 
• Direct the application, verification, and distribution process of undergraduate scholarships and awards within the associated programs, working closely with undergraduate Student Financial Services. 
• Direct the application, verification, and distribution process of honorariums and contracts within associated programs, working closely with Accounts Payable.
• Maintain credit card purchasing records for School credit cards that fall under the position’s assigned programs. 

Campus, Student, and Community Support (10%)

• Facilitate communication with key offices and departments across campus, including the Office of Records, Student Financial Services, Office of Study Abroad, Campus Facilities, the Wellness Center, Title IX Office, Athletics, and other academic schools. 
• Support students as needed, including helping them understand their program’s policies and procedures (and if applicable, the handbook for their program) and directing them to the appropriate resources on campus or in the community. 
• Support logistical, budgetary, event, and administrative support to any Honor Societies that fall under the programs in the position’s area.
• Assist GPS Associate Dean on the preparation and onboarding of new AUG and GPS students in the position’s area.

Building Coordination (For Any Assigned Buildings) (5-15%)

• With regard to common areas in the coordinator’s assigned building(s), organize and neatly arrange (e.g. supplies, snacks, furniture, brochures), seek to keep up-to-date and modern (e.g. photos, decor, furniture), and, when needed due to student use, tidy up.
• Communicate regularly with Sodexo Custodial Services for a clean and functional space as needed.
• Coordinate office arrangements and furniture requests for faculty, including full-time, part-time, adjunct faculty, and graduate teaching assistants, with Campus Facilities as needed.
• Post the course and final exam schedule on the classroom entryway as needed.
• Be responsible for facilities support (e.g. repairs, staff/faculty needs) and emergency planning in their assigned building(s).

General/Other Administrative Support (15-30%)

• Provide overall administrative support including being present at the front desk (if applicable), processing mail, maintaining and organizing supplies, making university-related travel arrangements, processing expense reports, processing invoices, purchasing merchandise, and maintaining of records, manuals, and documents.
• Provide administrative assistance for meetings called by the Associate Dean, including scheduling, making arrangements, contacting participants, taking minutes, and follow-up communication. 

• Provide administrative assistance in scheduling and managing program-specific processes, for instance, language placement exams, entrance interviews, and auditions.
• Provide exemplary service to students, guests, current and prospective stakeholders, PLNU faculty and staff, communicate program information, event details, and other information, and seek to effectively communicate the mission, vision and values of the School of Humanities, Arts, and Public Engagement.

• Provide administrative support in the position’s area for the GPS Associate Dean, including processing invoices, purchasing merchandise, maintaining records, manuals, and documents, and providing research support as necessary.
• Perform other duties as assigned by the Associate Dean.

Qualifications

Minimum Qualifications

• One or more years of administrative work experience. 
• Proficient in Google Workspace (Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, and Slides), Microsoft (Word, PowerPoint, and Excel), and Workday.
• Ability to compose written materials using correct spelling, grammar, punctuation, syntax, and format. 
• Strong organization skills, dependability in follow-through, adaptability, and ability to take initiative, work independently, make decisions, handle stress, maintain confidentiality of information.
• Competent multi-tasking skills required, including being able to maintain work flow despite frequent interruptions. 
• Excellent interpersonal skills to relate to students, faculty, staff, and campus partners (including but not limited to, parents, donors, and alumni), and other members of the public with an affable and flexible disposition. 
• Willingness to support and enthusiastically engage with people from diverse walks of life, including students, staff, faculty, and School community partners.
• Commitment to a set work schedule (M - F, 8:00am - 4:30pm), but flexibility with occasional schedule shifts due to program events, including late evenings and weekends (approximately 3-5 times per semester).
• Evidence of Christian commitment and active church involvement. In addition, staff agree to live in agreement with PLNU’s Community Life Covenant. 
• ​The job offer is contingent on the successful completion of a background check. PLNU  will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.

Desired Qualifications

• Two or more years of administrative work experience, preferably in higher education.
• Experience in coordinating groups of people, tasks, schedules, events, and physical spaces.
• Proficiency in Adobe Creative Cloud, Canva, Mac products, and any mass mailing software.
• Demonstrated understanding of social media and familiarity with current trends in social media. 
• Familiarity with some artificial intelligence (AI) models and willingness to learn how to effectively use them in the workplace (for instance, an expressed willingness to attend training sessions).
• Ability to quickly learn and assist in the implementation of new software.
• Accuracy, attention to detail, and the ability to work as a team player.
• Ability to travel locally for job-related duties.

Physical Requirements

• Being able to sit comfortably for periods greater than one hour. 
• Use of computer equipment: computer keyboard, mouse, and monitor. 
• Vision to read digital and paper documents (including detailed spreadsheets),  e-mail, and other correspondence.
• Mobility that allows for movement between the buildings that house the programs in the School of Humanities, Arts, and Public Engagement. 
• Hearing and speaking abilities that allow for effective communication with others in person and by phone.
• Ability to stand, stoop, push, pull, and lift up to 25 lbs throughout the day.

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At PLNU, we believe in pursuing calling together. Deep and meaningful relationships between students, faculty, and staff is vital in nurturing our shared community and expressing God’s love. We are looking for enthusiastic candidates to join us in empowering our students to reach their greatest personal, spiritual and professional potential. 

Point Loma Nazarene University does not discriminate on the basis of race, color, national origin, sex, age, disability or status as a veteran in any of its policies, practices or procedures.