Operations Coordinator for Graduate and Professional Schools (Internal Applicants Only)

Posting Details
Position Information Position Title Operations Coordinator for Graduate and Professional Schools (Internal Applicants Only)
Position Category Staff (Non-Exempt)
FLSA Non-exempt
FTE 1.0
Location Thousand Oaks
University Background The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity. Basic Function Under the direction of the Manager for Academic Affairs and Budget Analyst, the Operations Coordinator coordinates and supports the operational and administrative functions of the Graduate School of Education, the Graduate School of Psychology, the School of Management, and the School for Professional and Continuing Studies. The Operations Coordinator provides professional-level support for budget development and administration; oversees operational processes including class scheduling and faculty workload; ensures compliance with University policies and procedures; and leads project management efforts related to planning, reporting, and strategic initiatives across the Schools. The Operations Coordinator serves as a primary liaison between the Schools and key University staff and support offices (Provost's Office, Business Office, and Registrar) to ensure efficient and effective functioning. Representative Duties Budget & Financial Oversight
Monitor Schools' budgetary accounts in the University's general ledger system; analyze and monitor budget execution.
Prepare budget transfers and notify Accounting of expenses charged to incorrect accounts.
Conduct budget and financial analyses to support operational planning and reporting.
Provide data compilations and background information for operating budgets, proposals, and pro forma budgets aligned with strategic goals.
Organize and maintain documentation related to budget development and budget requests.
Coordinate and execute purchasing activities, including purchase orders, requisitions, payment requests
Assist with budgeting and invoicing for events and initiatives.
Manage payment systems for events and initiatives. Course Development & Scheduling
Working with the Program Assistants and Program Directors, coordinate course scheduling of full-time and adjunct faculty workload for all graduate and professionals programs
Ensure that course and faculty information is entered into Coursedog and Colleague for all academic terms
Project future enrollment to assist in the creation of annual course schedules.
Create and maintain course planners and term-specific academic calendars. Operational Support
Support the Deans in development and analysis of data reports, assessments, proposals, and planning documents.
Compile and analyze data related to program operations and external trends to support planning activities.
Serve as primary administrative liaison with key University offices including the Provost's Office, Business Office, and Registrar.
Train and coordinate the work of student workers and graduate assistants as assigned.
Utilize and support University automated administrative systems.
Work with Information Technology Services (ITS) and Educational Effectiveness and Institutional Research (EEIR) to provide query and report generation support.
Participate in evaluation, design, and implementation of systems to increase operational efficiency.
Produce and maintain documentation and manuals explaining processes and procedures.
Ensure data integrity through evaluation of methodology and standards.
Assist in compiling and maintaining student data related to retention, persistence, and program outcomes for internal reporting and accreditation purposes.
Assist with coordination of high-level planning activities, leadership meetings, commencement, and retreats across schools
Oversee generation of operational datasets (student status, enrollment trends, alumni tracking)
Ensure consistency and integrity of data across systems
Participate and assist with School-level involvement in university-wide events (Commencement, Homecoming, etc.)
Evening and weekend hours may be required; including but not limited to special events and annual commencement ceremonies.
Other duties as assigned Knowledge Of Automated administrative systems, including Ellucian Colleague, Entrinsik Informer, and CourseDog
Principles and practices of budget preparation and administration
Basic principles of statistics, measurement, and graphical data tools.
Systems and data manipulation and analysis
Modern office practices, procedures, and equipment
Record-keeping techniques
Public relations techniques
Correct English usage, grammar, spelling, punctuation, and vocabulary Ability To Work collaboratively in a complex organizational setting
Utilize University systems and Microsoft Office products, including advanced Excel
Work independently with little direction
Assemble, organize, and prepare data for records and reports
Communicate effectively both orally and in writing
Think critically and solve problems
Train and provide work direction to others
Organize, coordinate, and oversee reporting operations
Interpret and apply rules, regulations, policies, and procedures
Maintain cooperative and effective working relationships Minimum Qualifications Any combination equivalent to: A Bachelor's degree from an accredited college or university and three years of professional experience in budget development, budget administration, or a related higher education role, and demonstrated knowledge of higher education policies and procedures. Preferred Qualifications Licenses and other requirements None Physical Abilities Environment Busy office environment with frequent interruptions. Ability to operate standard office equipment, communicate effectively in person and electronically, remain stationary for extended periods, and move or transport light objects. Hiring Range $28.00-$31.25
Posting Detail Information Posting Number Staff005042022
Number of Vacancies Desired Start Date 05/26/2026
Position End Date Open Date 05/08/2026
Close Date 05/14/2026
Open Until Filled No
Application Procedure/Special Instructions Statement California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.
Supplemental Questions Required fields are indicated with an asterisk (•). Applicant Documents
Required Documents
Resume/Curriculum Vitae
Cover Letter
Optional Documents