Program Coordinator

Program CoordinatorPosition Title:Program CoordinatorPosition Type:RegularHiring Range:$20.72 - $22.79, commensurate with experiencePay Frequency:HourlyA. POSITION PURPOSEThis position provides a wide range of administrative and program support for the Law Externship Program (ExPro) and Professional Development course work. This is a full-time position reporting to the Externship Program Director.B. ESSENTIAL DUTIESExternship Registration:• Assist Program Director in registering students for their externships by reviewing registration forms, requesting additional information/forms when appropriate, and sending permission numbers once externships are approved• Field questions about the Program from both students and sponsors/supervising attorneys• Assist Program Director in communicating with and onboarding new externship placements• Schedule meetings between students and Program Director as necessary• Maintain organized records of all externship registration and forms• Update forms as necessaryThe ExPro Online Workshop (LAW 706):• Assist Program Director in recruiting faculty to teach prior to each semester• Create and maintain assigned faculty course pages in Camino (the university course management system), updating assignments as necessary• Create student rosters for course faculty• Track receipt of final evaluations from both student externs and supervising attorneys at the end of each semesterPosting Externship Opportunities:• Organize and maintain externship sponsor list prior to each semester; outreach to existing sponsors regarding externship opportunities• Generate and manage postings in CORE (online job posting board)• Work with the Office of Career Management to advertise postings to relevant students groups• Track and maintain record of postingsPanetta Fellowship for Public Policy:• Manage application process for the fall and spring semesters: notify students when application opens, collect and send application materials to the Panetta Institute, ensure applicants and the Institute remain informed on progress of the application process, register selected Fellows via permission numbers• Attend Fellowship Orientation at the Panetta Institute as needed• Process travel reimbursement forms for all Fellows• Collect Fellow evaluations at the end of each semesterCritical Lawyering Skills (LAW 465):• Place textbook order with the Campus Bookstore• Assist Program Director in recruiting faculty to teach prior to each semester• Assist course faculty by preparing Professor Manuals and providing general administrative support, including email communication (re: training, class dates, general updates/reminders, etc.), creating students rosters, making copies, and assisting with class reschedules and student attendance issues (i.e. arranging make-up options for students who miss class)• Communicate with CLS students (general announcements/reminders) as neededCurricular Practical Training (CPT)/ Co-Op Education Course (LAW 567):• Process CPT Cooperative Agreement Forms for international students seeking authorization to work in the U.S.• Register students via permission number in LAW 567• Create roster for course faculty• Collect evaluations at the end of the semester for CPT students also receiving externship unitsC. ADDITIONAL RESPONSIBILITIESEvent Support (ExPro events, First Gen programming, presentations, etc.):• Assist Program Director in organizing ExPro events (i.e. networking and/or informational events) and First Gen events (First Gen Mixers, Dean's First Gen Lunch, National First Gen Day, First Gen Graduation Dinner)• General administrative assistance in creating proposals, presentations, papers, etc.Purchasing/Expense Reports:• Purchase and process reimbursement for needed supplies, gifts, and equipment• Assist Program Director in reviewing expense reportsData Reports: Run reports on externship placements and metrics related to the Externship Program (as needed) ExPro External and Internal (Emery) sites: Assist Program Director in keeping the Program websites up-to-date, including list of past externs (adding and removing students) External Outreach:• Create and send out holiday cards to externship sponsors• Email supervising attorneys about relevant events/training opportunities (i.e. CLE events)General:• Researches, develops, and implements initiatives to improve quality of services and efficient workflow• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices• Maintains contact with faculty, students, and supervising attorneys, and solicits feedback for improved services• Continues education by learning new university software and learning toolsD. QUALIFICATIONS• Highschool Diploma required• 0-3 years of relevant work experience, preferably in a law school or law firm setting• Strong PC skills, including Microsoft Office suite and Google Apps; willingness to learn and master new software is essential• The ability to work independently, prioritize, and complete projects accurately and on time with minimal supervision• Experience working in a team-based, collaborative environment• Strong organizational and leadership skills• Demonstrated excellence in written and oral communication skills• Working knowledge of video editing software; Camtasia, for example, preferred• Proven ability to thrive while multi-tasking in a fast-paced environment• Possess a positive and professional approach to all constituencies• Appreciation for and understanding of a Jesuit educationE. PHYSICAL DEMANDSThe physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.• Considerable time is spent at a desk using a computer terminal• May be required to travel to other buildings on the campusF. WORK ENVIRONMENTThe work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.• Typical office environment• Mostly indoor office environment with windows• Offices with equipment noise• Office with frequent interruptionsEEO StatementEqual Opportunity/Notice of NondiscriminationSanta Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/COVID-19 StatementThe health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.TelecommuteSanta 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.Title IX of the Education Amendments of 1972Santa 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. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).Clery Notice of AvailabilitySanta 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 ActSanta 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 iahluwalia@scu.edu.To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Program-Coordinator_R4884jeid-6806a84d2907274492ce6c74ef285e85