Student Affairs Operations Coordinator

The Community Solution; Pasadena (CA); Hybrid; USD 34,000 - 40,000; Full time

Job summary

Pacific Oaks College and Children's School in Pasadena, CA, is seeking a Student Affairs Operations Coordinator to provide centralized administrative support for the Student Affairs division. The role focuses on coordinating workflows, budgets, reporting, and cross-functional collaboration to improve efficiency and student outcomes.

The position reports to the Dean of Students and works with Academic Affairs, Admissions, Finance, and the President’s Office to streamline processes and ensure

Qualifications

• Requires a Bachelor's degree in education, counseling, psychology, or related field; equivalent combination acceptable.
• Minimum two years in student services, admissions, onboarding, or related higher-ed roles.
• Master’s degree in Higher Education Administration or related field preferred.

Responsibilities

• Provide comprehensive administrative and operational support to the Student Affairs division, including coordination of workflows, timelines, calendars, schedules, and administrative systems.
• Coordinate divisional communications, meetings, committees, and workgroups, including scheduling, agendas, logistics, materials, documentation, and follow-up.
• Support cross-functional projects and initiatives involving Student Affairs, Academic Affairs, Admissions, Finance, the President’s Office, and system offices.
• Develop and maintain operational tracking systems, reports, records, policies, procedures, and documentation to ensure accuracy, accessibility, and consistency.
• Collect, organize, validate, and summarize data to support assessment, strategic planning, institutional reporting, decision-making, accreditation, and continuous improvement.
• Coordinate compliance-related activities by monitoring deadlines, maintaining required documentation and tracking systems, and facilitating follow-up actions related to institutional, state, federal, and system requirements.
• Provide administrative support for divisional budget and resource management, including procurement, expense tracking, reconciliation support, financial recordkeeping, and process improvement.

Skills

Project coordination

Communication

Cross-functional collaboration

Data analysis

Education

Bachelor's degree in education, counseling, psychology, or related field

Master’s degree in Higher Education Administration or related field (preferred)

Tools

SIS

ERP systems

Data management platforms

Reporting tools

Microsoft Office

Job description

Job Description:

Pacific Oaks College and Children’s School is recruiting a Student Affairs Operations Coordinator for their Pacific Oaks College campus in Pasadena, California.

About Pacific Oaks College and Children's School

Pacific Oaks College and Children's School, located in Pasadena, California, is a nonprofit institution rooted in Quaker values and a strong social justice heritage. The College offers bachelor’s, master’s, a doctorate, and certificate programs in education, human development, counseling, and related fields, while the Children’s School is internationally recognized for its pioneering work in anti-bias education, emergent curriculum, and peaceful conflict resolution. Together, they foster inclusive, culturally responsive learning environments that honor the unique potential of every individual. Employees join a mission-driven community committed to respect, diversity, social justice, and lifelong learning.

About the Position

The Student Affairs Operations Coordinator provides centralized operational, administrative, and cross-functional support for the Student Affairs division. This position plays a critical role in coordinating workflows, supporting divisional communications, maintaining documentation and reporting processes, tracking policies and procedures, and facilitating collaboration across departments to ensure efficient and student-centered operations.

Recognizing that operational coordination, compliance monitoring, budget support, reporting, and communication functions are shared across multiple Student Affairs units, this position serves as a central point of coordination to improve consistency, accountability, and institutional effectiveness. By streamlining administrative and operational processes, the Student Affairs Operations Coordinator allows student-facing staff to focus more directly on student support, engagement, retention, and success initiatives.

The position reports directly to the Dean of Students and collaborates closely with the Assistant Dean of Students while working cross-functionally with Academic Affairs, Admissions, Finance, the President’s Office, and key system offices.

Responsibilities

• Provide comprehensive administrative and operational support to the Student Affairs division, including coordination of workflows, timelines, calendars, schedules, and administrative systems.
• Coordinate divisional communications, meetings, committees, and workgroups, including scheduling, agendas, logistics, materials, documentation, and follow-up.
• Support cross-functional projects and initiatives involving Student Affairs, Academic Affairs, Admissions, Finance, the President’s Office, and system offices.
• Develop and maintain operational tracking systems, reports, records, policies, procedures, and documentation to ensure accuracy, accessibility, and consistency.
• Collect, organize, validate, and summarize data to support assessment, strategic planning, institutional reporting, decision-making, accreditation, and continuous improvement.
• Coordinate compliance-related activities by monitoring deadlines, maintaining required documentation and tracking systems, and facilitating follow-up actions related to institutional, state, federal, and system requirements.
• Provide administrative support for divisional budget and resource management, including procurement, expense tracking, reconciliation support, financial recordkeeping, and process improvement.

Note: While this list captures the core focus of the position, we look forward to sharing the full scope of responsibilities with finalists during our interview stages.

Minimum Qualifications

• Bachelor’s degree in education, counseling, psychology, or related field from an accredited institution.
  • A combination of education and/or related technical or professional experience may be substituted for the bachelor's degree on a year for year basis.
• Two (2) years of experience in student services, admissions, onboarding, orientation, or related higher education roles.

Preferred Qualifications

• Master’s degree in Higher Education Administration, Business Administration, Public Administration, Organizational Leadership, Communications, or a related field.
• Experience working in higher education, student affairs, academic affairs, enrollment management, or a related administrative environment.
• Experience coordinating projects, operational processes, assessment activities, compliance tracking, or institutional reporting.
• Demonstrated proficiency with student information systems (SIS), enterprise resource planning (ERP) systems, data management platforms, reporting tools, and Microsoft Office applications.
• Experience supporting budget administration, purchasing processes, records management, policy tracking, or departmental operations.
• Experience developing reports, dashboards, presentations, process documentation, training materials, or operational resources to support organizational effectiveness and decision-making.

Location

This position is eligible for hybrid work.

• Remote eligibility: Employees who reside outside the Greater Los Angeles area (defined as the LA Metro core of Los Angeles and Orange Counties, the Inland Empire including Riverside and San Bernardino counties, and Ventura County) are eligible to work remotely. *Remote eligible employees must be able to come to the designated campus occasionally for mandatory meetings and other work-related events, as needed.

Anticipated Salary

$24.75 - $29.00 per hour

Compliance with Federal Antidiscrimination Guidance

Pacific Oaks College is committed to providing equal employment and educational opportunity to all people and strictly adheres to federal anti-discrimination laws. In accordance with DOJ guidance, the College affirms that no programs, hiring practices, promotions, admissions, or other decisions shall provide preferential treatment based on race, color, national origin, sex, religion, age, disability, or other protected characteristics without appropriate lawful rationale. The College will also ensure compliance of its third-party contractors or program partners in this regard.

Disclaimer

The duties listed above describe the general nature and level of work expected of faculty in this position and are not an exhaustive list of responsibilities. The College reserves the right to amend or modify the job description as institutional needs evolve. Pacific Oaks College provides equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, disability, or any other protected status under applicable law.

Pacific Oaks offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include: generous paid time-off, medical and dental coverage, company-paid life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts (FSA), tuition reimbursement, professional development, and regular employee appreciation events.

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks