18 days old

Program Coordinator - Human Sexuality Department

California Institute of Integral Studies
San Francisco, CA 94102
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Location: San Francisco, CA Category: Staff Positions Posted On: Thu Jul 15 2021 Job Description:


The Program Coordinator will provide outstanding program management and comprehensive administrative support for the Human Sexuality Department including a hybrid doctoral program and a potential online Master's program; ensure smooth administrative flow for the programs; and provide excellent service to students, faculty, and staff.

This is a 100% exempt-level position open ASAP.



  • Adds students to program-specific lists and databases
  • Assigns student advisors
  • Supports students in course registration, transfer credits, program modification
  • Tracks dissertation paperwork and processes
  • Monitors student advising and registration records
  • Updates student handbooks and materials as needed


  • Reserves space and reviews contracts with external sites for academic retreats
  • Arranges for food for internal events by running errands and making reservations with external catering
  • Sets up room before events and break these down after events, and coordinates events with various CIIS departments (for example, Operations, etc.) as necessary
  • Creates event flyers, online marketing, and updates list-servs regularly
  • Schedules and tracks attendance at Information Sessions; attends select Admissions events for the department
  • Attends academic residency weekends and events as necessary


  • Acts a liaison with CIIS administrative departments (Provost, Registrar, Financial Aid, Business Office, Communications, etc.) to coordinate and facilitate communication and tasks
  • Develops administrative systems to improve the efficiency and effectiveness of program administration
  • Using school information systems (SIS, such as Jenzabar, Colleague, etc.), creates spreadsheets of planned courses and faculty staffing
  • In SIS, supports program assessment data collection and reporting
  • Schedules courses and thesis/dissertation defenses, including room reservations for individual classes and for academic residencies
  • Places audio-visual requests
  • Updates academic catalog with Program Chair
  • Creates and updates all department website pages in coordination with Program Chair and CIIS standards
  • Curates content for Facebook, LinkedIn, and other social media
  • Updates and maintains program pages on intranet (MyCIIS)
  • Creates and maintains student and faculty administrative spaces on Learning Management System (Canvas - Faculty and Student Cafes)
  • Produces regular newsletter with content from Program Chair, students, faculty and alumni of the department
  • Creates and processes check and reimbursement requests, including W-9 paperwork, for faculty, staff and guest presenters/speakers at department events
  • Monitors program budgets
  • Processes new hire paperwork for work-study students and faculty
  • Writes job description for, interviews, and manages work-study students
  • Arranges program administrative orientation
  • Schedules, attends, and takes notes at program meetings
  • Maintains program files for students
  • Forwards communications as requested from other programs


  • Answers all emails and phone calls
  • Communicates with faculty, students, and other staff necessary information, deadlines, and responsibilities
  • Proofreads all program materials, whether hard or electronic copy
  • Serves, as requested, on CIIS committees and ad hoc committees
  • Attends all meetings for program coordinator/program manager group
  • Orders program office supplies
  • Approves timecards for all program staff, including work-study students

Other duties as assigned.


Hours are generally Monday through Friday at 40 hours per week. However, flexibility is allowed to cover academic retreats (6 weekends each year), admissions events, and other occasional evenings and weekend days.

Job Requirements:

Minimum Qualifications:

  • Work experience on a college campus/in higher education
  • Excellent communication skills, both written and verbal; ability to interact with constituencies internal and external to CIIS with diplomacy, confidentiality, patience, flexibility and sound judgment
  • Capacity to work independently and collaboratively
  • Capacity to handle a variety of tasks simultaneously in a composed and professional manner
  • Takes initiative/manages up and has a sense of humor
  • Strong organizational skills, attention to detail, and ability to meet deadlines to maintain an efficient office
  • Microsoft Office proficiency required

Preferred Qualifications:

  • 2-5 years of experience working in higher education with an academic program
  • Experience with basic website updating
  • Video and photo editing and design experience a plus
  • Experience with Canvas or related learning management system such as Blackboard and with ERP systems such as Jenzebar or Colleague
  • Experience with event planning and hospitality/food service

Additional Information:


Salary commensurate with skills and experience. Comprehensive benefits.


Working Conditions -- Hours are generally Monday through Friday at 40 hours per week. However, flexibility is allowed to cover academic retreats (6 weekends each year), admissions events, and other occasional evenings and weekend days.

Background Check -- Due to the sensitivity and requirements of our positions, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.

Visa Sponsorship -- Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.

Relocation Assistance -- This position is not eligible for relocation assistance.


CIIS values diverse perspectives and life experiences. Every applicant will be considered regardless of race, color, ethnicity, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. All qualified persons legally authorized to work in the United States are encouraged to apply.

Accommodations for people with disabilities will be provided on request.



Posted: 2021-07-16 Expires: 2021-08-17

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Program Coordinator - Human Sexuality Department

California Institute of Integral Studies
San Francisco, CA 94102

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