Program Coordinator for the Graduate School of Education

Program Coordinator for the Graduate School of Education

Position Category: Staff (Non-Exempt)
FLSA:
FTE: 1.0
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function:
Under the direction of the Dean the Program Coordinator performs a variety of responsible and complex administrative and operational support functions for the Graduate School of Education. The position supports faculty, program directors/chairs, and the Dean in delivering high-quality academic programs and ensuring efficient daily operations.

Representative Duties:
Academic & Faculty Support

• Assist the Operations Coordinator with scheduling classes in coordination with faculty, program directors/chairs, and the Dean.
• Assist the Operations Coordinator with tracking of faculty workload and course assignments.
• Assist with adjunct faculty hiring processes and onboarding.
• Coordinate room scheduling and facilities requests.
• Interface with the Registrar's Office, Office of the Provost, and Information Technology Services (ITS), and other offices as needed regarding course scheduling or system-related issues.
• Coordinate with the university bookstore to ensure textbooks and digital materials are available for students each term.
• Support directors with administrative processes related to curriculum implementation and course scheduling
• Support adjunct faculty recruitment, hiring, onboarding, communications, exception forms, as well as adjunct evaluation, and adjunct retention processes
• Support faculty search activities.
  
  

Administrative & Office Operations

• Perform general administrative and clerical support duties, including filing, record-keeping, answering phones, receiving and directing visitors, and processing information related to academic programs.
• Coordinate communications between faculty, program directors/chairs, and the Dean, students, vendors, and other University offices.
• Maintain and update dean and departmental calendars; schedule meetings, conferences, and appointments; prepare agendas and take minutes as requested.
• Receive, sort, and distribute mail and correspondence.
• Maintain and update academic program websites and digital records as assigned.
• Ensure efficient daily operation of the office, including opening and closing procedures.
• Provide administrative and operational support to program directors/chairs and academic leadership.
• Compose and edit specialized materials such as exams, forms, and technical reports.
• Assist in the annual revision of Catalog, student handbooks, and orientation packets.
• • Serve as the primary point of contact for faculty navigating university resources and departments.
• Establish and maintain a comprehensive faculty database.
• Assist with the development and distribution of program newsletters.
• Recruit, train, schedule, and oversee student workers supporting school operations and program activities.
• Maintain rosters of faculty, staff, adjunct instructors, advisory boards, and committees
• Coordinate administrative support for faculty meetings, advisory boards, and committees
• Assist with review and coordination of syllabi documentation in accordance with university and program guidelines.
• Ensure that faculty and adjuncts have access to facilities and systems, including, but not limited to, systems falling under the purview of ITS and Digital Learning.
• Assist in maintaining social media channels and content calendars

Event & Program Coordination

• Assist with planning and coordinating faculty program events.
• Coordinate logistics including catering, invitations, registrations, room reservations, continuing education hours, and materials preparation.
• Support marketing and outreach activities in collaboration with academic leadership and Admissions.
• Coordinate vendors for events, marketing materials, and promotional items
• Manage event registration systems/payment, attendee communication, and post-event follow-up
• Maintain inventory and organization of supplies, merchandise, and communication assets (photos, videos, templates)
• Provide backup to the Student Services Assistant as needed.

Records &Compliance Support

• Assist with data collection, analysis, and reporting related to internal and external reporting requirements (e.g., MOUs, accreditation reports, etc.).
• Ensure documentation is retained in accordance with University policies and procedures.
  
  

Other

• Evening and weekend hours may be required.
• Performs other duties as assigned.
• Participate and assist with School-level involvement in university-wide events (Commencement, Homecoming, etc.)
  
  

Knowledge Of:

• Modern office practices, procedures, and equipment
• Record-keeping and filing techniques
• Budget tracking and purchasing procedures
• Modern Office Software and Applications, including, but not limited to Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and Google Office Suite.
• Website content management platforms
• Public relations and customer service techniques
• Basic event planning principles
• University-specific technical systems; including, but not limited to: Ellucian Colleague, Entrinsik Informer, CourseDog, Canvas
• Social media platforms for professional use, including LinkedIn and Facebook.
• The vision, mission, and goals of the University and the specific School.

Ability To:

• Perform administrative support and clerical duties accurately and efficiently
• Coordinate, organize, and oversee office activities
• Maintain spreadsheets and records with minimal errors
• Compose professional correspondence and written materials
• Communicate clearly and courteously with diverse constituencies
• Prioritize work and meet deadlines in a busy environment
• Work confidentially with discretion
• Interpret and apply policies and procedures appropriately
• Establish and maintain cooperative and effective working relationships
• Speak publicly and effectively to both on-campus and off-campus audiences.
• Identify ineffective office policies and develop improved operational procedures.
• Resolve complex complaints and use sound judgment in decision-making.
• Work flexible hours as needed

Minimum Qualifications:
Bachelor's degree in business administration, higher education, communications, or a related field and two years of progressively responsible administrative, program coordination, academic support, or operational support experience.

Preferred Qualifications:
Master's Preferred. Prior experience as an administrative assistant in higher education, non-profit, or corporate environments. Experience supporting graduate or professional programs preferred.

Licenses and Other Requirements:
None

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:
Busy office environment with frequent interruptions. Ability to operate standard office equipment, communicate effectively in person and electronically, remain stationary for extended periods, and move or transport light objects.

Hiring Range $26.00 - $30.00
Posting Number: Staff005152022
Open Date: 06/01/2026
Close Date: 6/14/2026

Application Procedure/Special Instructions

To apply, visit https://careers.callutheran.edu/postings/13217

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.





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