Temporary Program Coordinator- Masters of Social Work

DescriptionPacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL POSITION DESCRIPTION

The Program Coordinator provides high-level administrative and operational support for Pacific University programs. We anticipate that the first three months will be in service to the Master’s in Social Work program and a possible three additional months to the School of Learning & Teaching. Serving as a central pillar within the Graduate and Professional Division, this role acts as the primary liaison between students, faculty, and university-wide service departments on behalf of their program directors. The Coordinator is responsible for optimizing program workflows and collaborating with Executive Assistants and Budget Managers to align divisional practices, streamline event programming, and ensure a seamless experience for a diverse community of graduate scholars.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

Align divisional operations by collaborating regularly with Executive Assistants and Budget Managers to standardize program management practices across the college.
Serve as a strategic liaison between the division and university-wide service departments to ensure seamless communication and resource sharing.
Act as a key contributor to the Graduate and Professional Division, attending planning meetings and providing insights to harmonize processes across multiple academic units.

Operations

Implement and manage program budgets, ensuring strict compliance with institutional fiscal policies and applicable constraints; provide regular reporting and data-driven updates to division budget managers.
Process and authorize payments by reconciling invoices.
Analyzing program data and assessing needs and opportunities in admissions, policies and procedures, and budget and implementing changes within policy and scope.
Assist with developing and reviewing administrative and programmatic systems and procedures to ensure effectiveness of program and compliance with internal and external requirements including accreditation.
Administer (and in some cases develop and implement) policies, procedures, and processes in alignment with the institution to support program operations.
Create and maintain office systems and independently initiate efforts to research and change policies and procedures to assure efficiency and integrity of program systems.
Assist with accreditation and school social work licensure pathway data collection and activities.
Coordinate and collaborate across the units within the college to offer additional necessary support as needed.

Faculty & Student Support

Direct onboarding for new faculty and students across the graduate programs, including orientation logistics and clinical compliance tracking.
Manage student registration and course scheduling in consultation with Program Directors.
Serve as the primary point of contact for students; program policies and events; hire and supervise work-study personnel.
Manage the production and distribution of programmatic materials, application packets, and new student welcome assets.
Process student-related paperwork, associated with University policies and procedures, and maintain student file folders.

Communications & Event Management

Coordinate messaging between Graduate & Professional Admissions, Marketing & Communications (MarCom), and external partners to ensure program visibility and consistency across digital platforms and Moodle resource pages.
Serve as the central hub for communication among students, faculty advisors, student committees, and external contractors.
Partner with University Events to plan and execute high-stakes programming, including clinical/practicum trainings and commencement ceremonies.
Direct the student entry process (including virtual and in-person orientations) while auditing mandatory compliance records.

SECONDARY FUNCTIONS

MSW: PROGRAM-SPECIFIC SUPPORT

Manage data and information systems for the Field Practicum Program in alignment with Director directives.
Monitor student practicum requirements and maintain consistent communication regarding clinical standing.
Attend Clinical Coordinator meetings as a designated proxy for the Practicum Director when necessary.
Coordinate and provide administrative support for faculty search committees. This includes organizing applicant materials, coordinating meetings, scheduling screening interviews and on-campus interviews, and communicating with search committee chairs and applicants. Manage all travel arrangements for candidates.

SLT: PROGRAM-SPECIFIC SUPPORT

Manage and analyze student records, and alert the Director and respective Program Chair about student persistence concerns
Monitor student practicum requirements and maintain consistent communication regarding clinical standing.
Work with the Director and Practicum Director to create and route Personnel Action Forms for all adjunct faculty .
Other duties as assigned.

SUPERVISOR RESPONSIBILITY

Occasional Oversight: This position may provide occasional guidance or task-specific oversight to student workers, interns, or temporary staff.

QualificationsREQUIRED EDUCATION AND/OR EXPERIENCE

Minimum of three years of related professional experience
Demonstrated knowledge of Microsoft Office, Outlook, and/or Google Suite.
Proficiency with facilitating meetings or events online (e.g., Zoom, Google Meets).

REQUIRED QUALIFICATIONS

Command of written and spoken English is required.
Excellent customer service and successful written and verbal communication with a broad and diverse audience in a culturally responsive manner.
Ability to maintain confidential, detailed records.
Proficient in the use of common office software, spreadsheets, email, databases, and electronic platforms.
Ability to prioritize and perform multiple projects, track data, meet timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the University with a high standard of integrity and ethics, in support of the University’s strategic vision and the division’s annual goals.

PREFERRED QUALIFICATIONS

Experience working in a higher education setting, preferred.
Experience coordinating or supporting student programs, events, or initiatives
Strong written and verbal communication skills
Familiarity with FERPA, Title IX, or other relevant higher education compliance standards
Experience supervising student staff or volunteers

WORK ENVIRONMENT

Position based on the Forest Grove Campus. May allow for hybrid, on-campus, and remote work when events are not occurring.

Schedule Expectations:

Standard weekday hours (Monday–Friday); Occasional evening and/or weekend responsibilities

Travel Requirements:

None anticipated.

PHYSICAL REQUIREMENTS

This position is categorized as Light to Medium Work. While primarily sedentary, the role occasionally requires lifting and transporting up to 50 pounds (e.g., residency supplies, faculty book shipments, and event materials).
Visual Acuity: Requires the ability to perceive, analyze, and interpret complex digital data, financial reports, and printed instructional materials.
Must be capable of operating a motor vehicle (including campus vans) to transport students and guest authors during residency periods.
Employees must be able to perform the essential functions of the position satisfactorily. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform these functions, absent undue hardship.

APPLICATION PROCESS