26 days old

Program Coordinator, Human Sexuality

California Institute of Integral Studies
San Francisco, CA 94103
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Company Description:


California Institute of Integral Studies (CIIS) is an internationally-recognized leader in integral education. CIIS has an enrollment of more than 1,500 students pursuing degrees in a variety of academic programs in its schools of Consciousness and Transformation, Professional Psychology and Health, Undergraduate Studies, and American College of Traditional Chinese Medicine (ACTCM). In addition, CIIS hosts a vibrant art exhibition program through The Arts at CIIS and offers a dynamic array of events through its Public Programs division, including workshops, lectures, and certificate programs. The University provides affordable mental health and acupuncture services to the San Francisco Bay Area through its 10 award-winning clinics. CIIS is accredited by the Western Senior College and University Commission (WSCUC) and Accreditation Commission for Acupuncture and Oriental Medicine (ACAOM).

Job Description:


The Program Coordinator will provide outstanding program management and comprehensive administrative support for the Human Sexuality Department; ensure smooth administrative flow for program, events, and new initiatives; and provide excellent service to students, faculty, and staff. Will work directly under the Department Chair as the main driver of department, thus the best candidate must be comfortable taking direction and be a flexible problem-solver, a self-starter and able to multitask in a high pressure, fast paced environment.

Important: Applications WILL NOT be viewed unless accompanied by a cover letter explaining why this position is of interest and showing that the applicant has knowledge of the California Institute of Integral Studies and of the Human Sexuality Doctoral Program. This position is not remote and applicants must be available to work on our campus in San Francisco, California or remotely as COVID-19 pandemic conditions persist. CIIS mandates full vaccination against SARS-CoV-2 for those entering campus buildings/university events starting on September 15, 2021.

Essential Duties and Responsibilities:


  • 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 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 (Colleague and SharePoint)
  • 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, honoraria, and reimbursement requests, including W-9 paperwork, for faculty, staff, dissertation committee members, 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


  • 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

Other duties as assigned.


Minimum Qualifications:

  • One or more years experience working on a college campus/in higher education, or similar environment
  • Will work directly under the Department Chair as the main driver of department, thus must be comfortable taking direction and managing up when necessary. A sense of humor and flexibility under pressure is a must
  • Excellent, professional 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, proactively problem solves, is a self-starter, and able to multitask
  • Strong organizational skills, attention to detail, and ability to meet deadlines to maintain an efficient office
  • Microsoft Office proficiency and the ability to work in multiple software environments simultaneously required

Preferred Qualifications:

  • 3-5 years of experience working in higher education with an academic program and a preference for this type of work environment
  • Experience with basic website updating
  • Video and photo editing and design experience a plus
  • Experience with Canvas or related learning management system/s such as Blackboard, and with ERP systems such as Colleague
  • Experience with event planning and hospitality/food service
  • Program management experience in higher education or another industry

Additional Information:


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.


Salary commensurate with skills and experience. Full benefits package including health, dental, vision, life insurance, retirement, and tuition discount.


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. CIIS mandates full vaccination against SARS-CoV-2 for those entering campus buildings starting on September 15, 2021.

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.

Application Instructions:

Screening begins immediately and will continue until the position is filled.

Using the Apply Now link, please submit a Resume and Cover Letter online.

For further inquiries, please email HRoffice@ciis.edu

This is a 100% exempt-level position; Application closes on December 1, 2021; Application review begins December 1 with interviews of select candidates to happen before the CIIS winter break (12/23/2021-1/2/2022); hiring aim January 14, 2022.


Posted: 2021-11-03 Expires: 2021-12-05

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Program Coordinator, Human Sexuality

California Institute of Integral Studies
San Francisco, CA 94103

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