Program Coordinator

Program Coordinator

Posting : 5162
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Student Affairs

Position Title & Department:

Program Coordinator; Health Promotion

Posting
5162

Department Description:
The Division of Student Affairs is committed to grounding our policies, programs, and procedures in antiracist practice. With this commitment, we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through an equity, inclusion, and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission in creating a welcoming environment where the dignity of all students, staff, administrators, and faculty at USD is embraced.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Program Coordinator serves an integral role on a team that ensures the reception area environment of both the Wellness Center and Center for Health and Wellness Promotion, (CHWP) are welcoming and engaging for our diverse campus community and guests and is reflective of our Catholic mission. Oversees daily front office operations, ensuring efficient scheduling, student support, and administrative coordination. Ensures a highly welcoming and supportive environment for students seeking CHWP counseling services Leads the day-to-day operations of the CHWP and Wellness Center reception spaces. Leads other reception staff, coordinates student-facing processes, and ensures a smooth workflow that enhances USD's mission to provide accessible, inclusive, and responsive services to the student body. Assists the CHWP Director in the development, planning and administration of a wide variety of administrative projects. Fields questions relating to every aspect of CHWP and Wellness Center's operations and projects. Provides trauma-informed coordination and scheduling of CHWP counseling appointments, maintains strict confidentiality and exercises discretion at all times. Supervises, trains and evaluates student staff. Develops and implements staffing schedules and office procedures to ensure seamless staffing coverage of these highly visible campus spaces.

Ensures the seamless delivery of exceptional service to the USD community, anticipating student and USD community member needs and exceeding expectations at every touchpoint. Collaborates with CHWP and Wellness Center staff to support the development and execution of student engagement initiatives, health promotion events, and other activities to enhance student satisfaction and retention. Collaborates with the Assistant Director, Wellness Center Operations to ensure compliance with university and state rules and regulations regarding health and safety of building personnel and guests. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.

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 record-keeping, 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 in-person inquiries and concerns.
•  Provide trauma-informed 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, service-centered reception area environment
•  Serves as a customer-focused leader dedicated to enhancing each visit and ensuring the highest quality service for all.
•  Ensure the physical environment of the Wellness Center's 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 off-peak 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 non-compliance 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 . click apply for full job details