Program Coordinator, Graduate Business Programs presso Santa Clara University

Position Title:

Position Type:

Hiring Range:

$25.05 - 27.55 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

POSITION PURPOSE

The Program Coordinator for Graduate Business Programs provides vital operational and logistical support to the Programs team within the Leavey School of Business. This position is ideal for an organized, motivated, and service-oriented individual interested in supporting graduate education in a fast-paced, student-centered environment. The Program Coordinator will support a wide range of administrative, event, and data management responsibilities related to student engagement, academic operations, and communication with internal and external stakeholders.

ESSENTIAL DUTIES & RESPONSBILITIES

Student Services & Academic Records (30%)

• Maintain and update student records in Workday, Google Suite, and physical files, supporting students through their academic journey.

• Process routine student status changes (e.g., leave of absence, program discontinuation) and manage academic form submissions (e.g., petitions, permissions, transfer requests).

• Support course build logistics and term-based registration processes
   

Program & Event Coordination (30%)

• Provide logistical and operational support for MS program events—including orientations, residencies, resource fairs, workshops, webinars, and panels.]

• Coordinate with Facilities and Media Services and prepare materials (e.g., agendas, nametags, signage, supplies) for event execution.

• Monitor RSVPs and attendance; assist with follow-up tasks and documentation after events.
   

Data & Communication Support (30%)

• Maintain the integrity and confidentiality of student and program data across platforms including Workday, Slate, Camino, and Google Suite.

• Generate routine reports to support tracking of academic progress, enrollment, and event planning.

• Conduct basic data reviews and documentation audits to ensure consistency and accuracy in processes.
   

Office Management & General Operations (10%)

• Act as a liaison with Facilities and external vendors for operational needs, including maintenance, water service, and supplies.

• Coordinate team celebration efforts such as birthdays, work anniversaries, and other appreciation activities with Sr. Director(s).
   

PROVIDES WORK DIRECTION

• May provide guidance and assign tasks to student workers.

• Collaborates with other staff in Admissions, Academic Records, and Career Services to ensure smooth student services delivery.
   

GENERAL GUIDELINES

• Maintain excellent customer service and confidentiality in all interactions.

• Continuously evaluate processes for improvements in efficiency and student experience.

• Participate in relevant training and development opportunities.

• Ensure timely and accurate responses to internal and external stakeholders.
   

QUALIFICATIONS
 

Knowledge

• Understanding of graduate education and student service functions.

• Familiarity with CRM systems (e.g., Slate, Workday) is a plus.
   

Skills

• Strong written and verbal communication skills.

• Excellent organizational, interpersonal, and time management skills.

• Competence in Microsoft Office, Google Workspace, and database entry.

• Spanish or other language skills are a plus, but not required.
   

Abilities

• Ability to work both independently and collaboratively.

• Able to manage multiple priorities and meet deadlines.

• Sensitivity to the needs of a diverse student population, including international students.
   

Education and Experience

• Bachelor’s degree required.

• 1–2 years of administrative, program, or student services experience preferred.
   

PHYSICAL DEMANDS

• Considerable time at a desk using a computer.

• May be required to move between campus buildings or attend events outside normal hours.

• Occasional evening and weekend work required for key events.
   

WORK ENVIRONMENT

• Typical office environment with frequent student and staff interaction.

• Hybrid work flexibility may be available after the onboarding period.

• Position based in Santa Clara, CA; must reside in a state where SCU is authorized to employ.

EEO Statement​

Santa Clara University is an equal opportunity employer.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).     

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services  website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at [email protected].

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.