Student Affairs Operations Coordinator

Student Affairs Operations Coordinator

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

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.

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.

• 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 work groups, 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.

• 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.

• Master's degree in Higher Education Administration, Business Administration, Public Administration, Organizational Leadership, Communications, or a related field.
• Experien…