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Academic Coordinator

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Job Details

Academic Coordinator

Posting #: 4053

Department Description:
The USD McNair Scholars Program (McNair), funded by the U.S. Department of Education and the University of San Diego, serves high-achieving USD undergraduates who are committed to pursuing a PhD or research-intensive graduate degree. Our program seeks to empower the next generation of scholastic leaders by providing a holistic developmental experience. The program prepares low-income, first generation college students, and/or students who are currently underrepresented in higher education (African American, Hispanic/Latino, Native American, Native Hawaiian/Pacific Islander) to enroll in, and succeed in, graduate degree programs. USD McNair Scholars is comprised of at least 26 and as many as 50 high-achieving and self-motivated undergraduates majoring in the sciences, computer science, social science and other majors whose main objective is to obtain a Ph.D.

Research is at the heart of the McNair experience. Participants are partnered with faculty mentors in their discipline to formulate and implement research. During the summer, Scholars receive stipends to support their research projects. USD McNair further supports the publication and presentation of participants' results in journals and professional conferences. The program provides opportunities for participants to visit graduate schools and prepare for the graduate school admissions and financial aid application processes, and teaches financial literacy. Scholars receive individual tutoring and academic counseling to ensure their academic success as undergraduates. Scholars receive assistance in preparing for and applying to graduate school, including application fee waivers, and graduate school program site visits.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:
This is a full-time, temporary, benefit based position with an anticipated assignment end date of September 30, 2022.

Duties and Responsibilities:
  • Responsible for initiating academic counseling meetings with McNair Scholar program participants on weekly basis
  • Co-facilitate McNair Scholar monthly seminars with McNair Scholars Director
  • Serve as main Academic Coordinator for all program participants
  • Track progression of McNair Scholar participants, updating personal files, academic reports, and research activities
  • Track McNair Scholar alumni progress in graduate and doctoral studies
  • Maintain time and effort records for the program (staff and students)
  • Maintain records of monthly topical workshops during the fall and spring semesters
  • After receiving the schedule of topics and speakers each semester, arrange for a suitable room and A/V equipment for the chosen dates and times
  • Purchase/order refreshments as necessary
  • Take student attendance
  • Keep copies of all handouts
  • File attendance sheet and handouts for future reference (both programs)
  • Assist in compiling data for Annual Performance Report, annually in November and December
  • Maintain the program website and update the program databases
  • Assist the Director with the recruiting process
  • Assess participants' academic, educational, and social needs in relation to McNair Scholars services
  • Requests participants' transcripts and test scores; interviews participants and, as personal judgment dictates, participants' families; orders learning and study skills assessments for each participant
  • Enters results into student files
  • Refer students for McNair Scholars Program enrichment and support services that meet their particular needs
    • Based upon the results of the aforementioned assessment, consults with other program staff and university faculty (i.e., faculty mentors and/or advisors) to decide which services will help participants to solve problems that may interfere with completion of the baccalaureate, and subsequent entry and success in doctoral programs.
  • Monitor student performance.
    • After a plan is formed and agreed upon for each student, meet with students monthly to track student progress toward goal completion.
    • Repeat academic, educational, and social needs assessment at least once per academic year thereafter.
    • In summer, meet monthly with students to inquire about their research progress.
    • Relay any concerns to program director.
  • Provide individual admissions and financial aid guidance.
  • Participants, depending upon class standing, are provided with timelines to college and graduate schools. These timelines delineate specific tasks and the timeframe in which they should be completed to ensure successful entry into graduate school, with requisite funding.
    • During monthly meetings, Academic Coordinator queries each participant on his/her individual progress toward completing the timeline.
    • Any concerns are relayed to the program director.
  • Assist in project evaluation.
  • Continued funding for the program requires successful completion of an annual report to the U.S. Department of Education. This report evaluates the program success toward completing the objectives stated in its original grant application.
    • Maintains records necessary for this process, including (but not limited to) needs assessment data, GRE training data, internal program assessment by students and faculty mentors, and post-baccalaureate student tracking.
    • Enters the data into Microsoft Access database for recall as needed in completing the annual report.
    • Edits and helps assemble the final document.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process.

Occasional overnight travel required.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:
  • Bachelor’s Degree
  • Minimum one year general administrative experience; or, in lieu of work experience, must have previous participation in a McNair or other TRIO program (as a participant or staff member)
  • Personal experience in overcoming barriers similar to those confronting students in the Project’s target population (low-income, first-generation and/or underrepresented college students) is required.

Preferred Qualifications:
  • A strong understanding of the demands of research, graduate application process, graduate school and a commitment to diversifying the professoriate
  • Bachelor's Degree in Science, Social Science or Education
  • Master’s Degree preferred OR current enrollment in a Master’s program
  • Successful completion of a GRE preparation course preferred
  • Experience with public relations or community relations preferred.
  • Bilingual desired – Spanish, Tagalog, Vietnamese, Hmong, and/or Chinese.

Knowledge, Skills and Abilities:
  • Strong interpersonal communications skills required, including ability to deal pleasantly and effectively with a variety of people.
  • Knowledge of academic needs and interventions for students from low-income, 1st generation, & underrepresented backgrounds.
  • Knowledge of college admissions and financial aid standards and procedures.
  • Familiar with Microsoft Word, Excel, and PowerPoint programs; willingness to learn - new software programs.

Certificates, Licenses & Registrations: Valid California driver's license required.

Tools and Equipment Used: Personal computer and printer, photo copier, and fax machine; USD TRIO van and golf cart.

Posting Salary:
$25/hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]

Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: April 18, 2022
Applications close: Open until filled

To apply, visit

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The University of San Diego is a Roman Catholic institution committed to advancing academic excellence, expanding liberal and professional knowledge, creating a diverse and inclusive community, and preparing leaders dedicated to ethical conduct and compassionate service.

Located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean, the campus is a community treasure, with Spanish Renaissance-inspired buildings and breathtakingly beautiful landscapes.

Chartered in 1949, the university enrolls more than 7,000 students and is known for its commitment to teaching, the liberal arts, the formation of values and community service. In less than 60 years, the University of San Diego has grown from a local college with 50 students and a handful of professors to a nationally ranked university. This achievement is the direct result of a single, unwavering expectation: academic excellence.

USD offers more than 60 bachelor's, master's and doctoral degrees. The university adds depth to education by inspiring students to grow spiritually, morally and socially. The breadth of programs and depth of facilities means that students can easily find a course of study that ignites their intellectual fire. In the classroom, coursework across disciplines encourages students to develop their critical thinking skills.

Small class size means the instructors know their students and can stimulate curious minds with anything from participation in a research project to an after-class discussion on topic. Instructors welcome the free exchange of complex ideas in an environment of tolerance and civility. In this environment, students begin a lifelong habit of appreciating and cultivating their individual gifts.

To complement this instruction, the university's Honors program provides a challenging curriculum for USD's uniquely motivated students. The university also holds memberships in several honor societies, including Phi Beta Kappa.

While intellectual growth is key, USD adds depth to the education experience by inspiring students to grow spiritually, morally and socially. An active faith community invites widespread student participation. In the classroom, study is accompanied by an examination of ethics and values University of San Diego students inquire freely and challenge ideas, exercise moral, spiritual and social judgment, serve others, and contemplate social justice in their lives and in their chosen fields. These students are truly educated. These students achieve excellence.

Students, faculty and staff are active members of the community, volunteering time and expertise, fostering friendships, and working to preserve the region’s unique character. With a population of more than 7,500 students and approximately 2,000 employees, the university impacts the life of the area economically, politically and socially. In turn, the university welcomes the community to participate in campus life, through classes, special events, sports, forums and tours.

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