ACADEMIC PROGRAM COORDINATOR JOB DESCRIPTION

An Academic Program Coordinator who can't navigate FERPA compliance or interpret registrar policy under pressure leaves students without registration resolutions and faculty without the administrative backbone they need to teach. This role owns the operational infrastructure of one or more academic programs at a college or university, from admissions pipelines and course scheduling to degree-progress monitoring and accreditation reporting. It answers to department chairs, deans, or academic affairs officers while serving students, faculty, and graduate college counterparts daily. The work is precise, policy-bound, and consequential.

As the Academic Program Coordinator, you translate university policy into student-level action, managing enrollment data, program records, and advising operations that determine whether students progress, persist, and graduate on time. You function within a department or college office, working across faculty, registrar units, and student services to keep undergraduate and graduate programs running accurately.

Career Impact: Coordinating graduate admissions, degree-progress audits, and accreditation reporting builds deep institutional knowledge that advances careers into academic affairs administration or enrollment management leadership.

Business Impact: Students, faculty advisors, and graduate college staff depend on this role's accuracy with records and policy interpretation to avoid registration errors, missed deadlines, and delayed degree conferrals.

Growth Opportunity: Exposure to curriculum planning, advising policy development, and cross-unit coordination positions, Academic Program Coordinators to move into Program Manager, Academic Affairs Officer, or Director of Student Services roles.

• Manage course scheduling, classroom requests, and enrollment monitoring for undergraduate and graduate programs to support timely degree completion.
• Coordinate student admissions processes, including application review, applicant communications, and representation at recruiting events.
• Maintain student records and databases tracking academic status, graduation requirements, and degree-plan compliance in accordance with registrar standards.
• Advise students on course selection, registration procedures, academic policies, and degree requirements individually and in group settings.
• Support accreditation reviews by compiling program data, preparing compliance reports, and documenting operational procedures.
• Liaise with faculty, the graduate college, honors programs, and registrar offices to resolve scheduling conflicts, policy questions, and student grievances.
• Coordinate program events, including orientation, recruitment, speaker series, and convocation, covering logistics, communications, and budget tracking.
• Monitor student progress toward qualifying exams, dissertation proposals, and degree defenses in coordination with faculty advisors.

• Bachelor's degree in education, business administration, or a related field, or equivalent work experience.
• Three or more years of academic program coordination or student services experience, with direct responsibility for student records and enrollment functions.
• Working knowledge of FERPA regulations and institutional student records policies as they apply to academic program administration.
• Demonstrated ability to interpret and apply university academic policies for undergraduate and graduate students across multiple degree levels.
• Strong organizational skills with the capacity to manage concurrent deadlines, shifting priorities, and high transaction volumes during peak registration periods.
• Effective written and verbal communication skills, with the ability to convey policy requirements clearly to students, faculty, and administrative partners.
• Proficiency in spreadsheet and database applications at an intermediate level, including data extraction, report preparation, and records management.
• Proven ability to exercise discretion and sound judgment when handling confidential student information and sensitive academic matters.

• Master's degree in higher education administration, student affairs, or a closely related discipline.
• Experience with graduate application management systems or student information platforms in a university setting.
• Familiarity with curriculum approval workflows, catalog management, or transfer credit evaluation processes.
• Prior supervisory experience overseeing student workers, graduate assistants, or junior administrative staff.

• Student record accuracy rate, measured by error frequency across grade rosters, transcript requests, and degree audits.
• Advising response time, tracked against a two-business-day standard for student inquiry resolution.
• Enrollment data integrity is assessed by the rate of scheduling conflicts, registration holds, or course-cap errors requiring correction.
• Accreditation documentation completion rate, reflecting on-time delivery of required compliance reports and program reviews.
• Graduate milestone coordination rate, measuring the percentage of qualifying exams, proposals, and defenses scheduled without administrative delay.
• Typical tools: student information systems (commonly PeopleSoft, UDSIS); graduate application platforms (commonly SLATE)

• Base Salary Range: $45,000 to $62,000 annually, depending on institution size and experience
• Bonus: typically not standard; merit increases available at annual review cycles
• Equity: not applicable in higher education settings
• Health Benefits: medical, dental, and vision coverage, typically shared-premium university plans
• PTO: 15 to 20 days annually, plus institutional holidays and semester breaks
• Common Perks: tuition remission or waiver for employee and dependents, retirement plan with employer contribution, professional development funding

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is required as a condition of employment. All qualified applicants will receive equal consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Applicants requiring reasonable accommodations during any stage of the hiring process should notify the employing institution accordingly. Candidates must be authorized to work in the United States.

The Academic Program Coordinator owns the full lifecycle of an academic scholars program and a summer data science program, from admissions and application management to lab and workshop scheduling. Partnering with faculty, course staff, and program leadership, this role enables inclusive student progress and continuous program improvement through data tracking, evaluation, and DEIBJ-centered advising.

Key Responsibilities

• Provide logistical support and administrative coordination for an academic scholars program, including admissions, event representation, and programmatic tasks.
• Coordinate scheduling of labs, discussions, and workshop sections with faculty and course staff.
• Develop procedures, timelines, and action steps for program cycles; manage the application process, including deadlines, application editing, website content, and applicant correspondence.
• Maintain program data by administering evaluations, tracking participation, developing alumni databases, and making recommendations for program improvements.
• Serve as primary contact for scholars, providing inclusive student support with a focus on DEIBJ, relationship building, and advising on program and university policies.
• Lead planning and coordination for a summer data science program, partnering with program leadership on procedures, timelines, interview scheduling, and staff hiring.
• Coordinate scheduling of all in-person sessions and activities, including room reservations, catering, and communications.
• Support implementation of assessment plans on a semester basis or more frequently, analyzing data from multiple perspectives to identify program improvements and make recommendations to leadership.
• Prepare and publish application forms, communicate key dates, assist in application review, and manage the student teams hiring portal; support student team members in completing hiring documents and creating hiring rosters.
• Coordinate event logistics for academic-related workshops and program events, including room reservations, catering, and communications; provide event support for division-wide initiatives as needed.
• Assist the Manager of Academic Support Services with resolving programmatic matters and provide faculty with limited administrative support to ensure grades are submitted by registrar deadlines.
• Provide general administrative support, including coordinating final exam scheduling, guidance on course management systems, and monitoring and coordinating DSP accommodation and make-up exam logistics.
• Participate in professional development activities, including student services committees, campus-wide meetings, and staying current on policy and process changes impacting administrative support and best practices.

Required Qualifications

• Bachelor's degree in a related area or equivalent experience and training.
• FERPA Certification.
• Knowledge of administrative support operations, student services, event planning, and advising.
• Experience with project management, planning, and analysis.
• Strong skills in critical thinking, sound decision-making, problem identification, reasoning, developing original solutions, persuasion, and leadership.
• Proficiency in taking initiative, exercising proactive judgment, and analytical skills in problem-solving, and utilizing resources for clarification and instruction.
• Strong interpersonal skills, demonstrating a commitment to diversity, equity, inclusion, belonging, and justice to establish and maintain positive and professional working relationships with colleagues, students, and team members.
• Skill in social perceptiveness and self-awareness.
• Ability to work independently and as a team member.

Embedded within an academic department, the Academic Program Coordinator supports program accreditation, curriculum scheduling, and student records management across operational and advisory functions. Working closely with faculty, administrators, and student employees, this role advances enrollment outcomes, student retention, and continuous quality improvement through data analysis, event coordination, and alumni engagement.

Core Functions

• Assist in activities required for program accreditation and review operating practices to identify improvements in workflow, reporting procedures, and expenditures.
• Assist in modifying operational policies and procedures based on analysis of operations, demographics, and research; assess program quality, present results, and make recommendations to management.
• Set up and manage filing systems, maintain accurate and complete student records as required by laws, policies, and regulations, and prepare special ad hoc reports and summaries from a variety of sources.
• Participate in budget preparation and reporting; assist with processing travel and expense reports.
• Assist faculty and administrators in the development, evaluation, and revision of programs and preparation of master schedules, including course schedules, teaching assignments, and room assignments.
• Assist with adjunct faculty scheduling, facilitate appropriate communications, provide orientation, resolve issues, and manage and monitor adjunct contracts; facilitate online course module setup.
• Enter and update grades, order textbooks, prepare and maintain course information materials and syllabi, and coordinate course schedules.
• Act as liaison between students, faculty, and college and university departments; assist with orientation planning and execution for new program students.
• Counsel students on educational issues, including course and program selection, class scheduling, and registration; assist in facilitating student grievance and discipline processes.
• Coordinate student participation in experiential learning programs; compile, maintain, analyze, and prepare reports on data related to student engagement, retention, academic progress, and career success.
• Assist with alumni tracking and communication activities; support marketing efforts through attendance at recruiting and enrollment events; assist in planning special events and continuing education functions.
• Assist in the recruitment, selection, and supervision of student employees and graduate assistants; attend meetings, educational conferences, and training workshops; serve on committees.

Qualifications & Experience

• Associate's degree required; bachelor's degree preferred.
• Experience in five or more years of academic program management or a related student services function.
• Knowledge of customer and personal service principles, including needs assessment, quality standards, and evaluation of user satisfaction.
• Knowledge of the English language structure, grammar, composition rules, and the meaning and spelling of words.
• Familiarity with MS Office Suite, including Outlook, Word, and Excel.
• Proficiency in active listening, reading comprehension, speaking, writing, and judgment and decision-making.
• Strong skills in critical thinking, complex problem solving, inductive and deductive reasoning, and problem sensitivity.
• Strong skills in monitoring and assessing the performance of individuals and organizations to make improvements or take corrective action.
• Ability to work nights or weekends as required, and to manage prolonged periods of sitting and standing in performance of job duties.

Reporting to departmental leadership, the Academic Program Coordinator, Department Operations manages undergraduate and graduate program administration, course scheduling, and student records across multiple organizational units. Partnering with faculty advisors, the Graduate College, and the Honors College, this role supports timely degree completion, accurate enrollment management, and successful graduate recruitment outcomes.

Primary Duties

• Manage operational aspects of departmental undergraduate and graduate programs to ensure student progress toward degree completion.
• Assist students and faculty advisors with registration and scheduling issues, drop/add, overrides, transfer credit evaluations, change of registration, registration holds, and general advisement, in coordination with faculty, the college, the Graduate College, and the Honors College.
• Respond to inquiries, investigate and resolve problems related to undergraduate and graduate transactions, and interpret and explain college and university policies and procedures to students, parents, and faculty.
• Develop curriculum guides to address issues unique to departmental majors and minors; serve as liaison to faculty to edit the course catalog and submit proposed course and curriculum changes for approval.
• Manage departmental course scheduling, input all course data into the student records system, manage classroom requests, resolve scheduling conflicts, and monitor enrollments to determine whether sections need to be added or cancelled.
• Validate grade rosters and faculty workload, approve academic program plan changes, make faculty advisor assignments, and coordinate final exam schedules and course evaluations.
• Monitor progress toward degree for graduate students; work with faculty advisors to track and prepare for qualifying exams, dissertation proposals, and defenses; coordinate with the Graduate College and resolve issues as they arise.
• Participate in undergraduate and graduate recruitment efforts, manage annual graduate recruitment events, coordinate participation in undergraduate admissions events, and coordinate with the department chair on new student orientation.
• Manage and update student files and records, check forms for accuracy, assist students in completing required forms, and support faculty requests for student academic information and unofficial transcripts.
• Manage event planning for department functions, including speaker series, faculty recruitment, and convocation; direct and process department payroll for student workers and hourly employees; provide administrative support for internal communications.

Education & Experience

• Bachelor's degree in business administration or a related discipline, plus three years of relevant experience, or an equivalent combination of education and experience.
• Experience with university student records systems, graduate application databases, and accounting systems, with a preference for UDSIS, SLATE, and PeopleSoft-based platforms.
• Advanced knowledge of undergraduate and graduate academic and recruitment policies, procedures, regulations, and standards at the university level.
• Knowledge of graduate academic standards, judicial policies governing academic misconduct, and student recruitment and retention issues; ability to evaluate student transcripts and records.
• Strong skills in gathering and analyzing statistical and financial data, generating ad hoc reports, and conducting data analysis for curriculum planning and assessment.
• Proficiency in spreadsheets and databases at an intermediate level or above, including Word, PowerPoint, Excel, and Access.
• Ability to communicate effectively with people of all ages and diverse backgrounds, including interpreting and conveying course prerequisites, certification, and curriculum and graduation requirements.
• Strong organizational skills and the ability to interpret, adapt, and apply guidelines and procedures in a fast-paced environment.
• Ability to grasp, retain, and disseminate an extensive and varied body of information, and to exercise sound judgment and decision-making skills.

Sitting at the intersection of faculty affairs administration and mentoring program operations, the Academic Program Coordinator delivers logistical and administrative support for department events, symposia, fellowship awards, and four distinct mentoring programs. Operating across the Offices of Fund Accounting, Administration and Philanthropy, and Marketing and Communications, this role enables the Director of Mentoring Programs and Associate Provost to advance institutional mentoring outcomes and extramural funding development.

Duties

• Plan and manage logistical support for all department events, including room reservations, equipment setup, catering, and invitations for meetings, lectures, luncheons, and seminars.
• Support the Director of Mentoring Programs and Associate Provost with planning and execution of the annual symposium, including poster presentations, abstract and poster review and judging, award ceremonies, and venue and reception logistics.
• Distribute CME credits for attendance at programs and post-program information on the learning management system.
• Develop assessment tools, track experience data, and administer and process surveys to gather outcome measures from program participation.
• Assist with the development of web-based tools for the efficient review and scoring of abstracts and posters; collect and maintain records on funding, publications, and achievements of current and past mentees across all four mentoring programs.
• Provide technical support for fellowship award processes, including calls for proposals and review.
• Draft and distribute monthly newsletters and annual brochures communicating program accomplishments; develop marketing materials for internal and external audiences for distribution at national conventions.
• Serve as liaison between the Office of Marketing and Communications and the Office of Mentoring Programs; update and maintain websites for all programs.
• Provide administrative support, including managing calendars, coordinating meetings, recording and distributing minutes, maintaining records and files, arranging domestic and international travel, and processing reimbursements and contracts.
• Research organizations and perform targeted funding searches to identify and disseminate extramural funding opportunities for the office.

Skills & Qualifications

• Bachelor's degree required, with a focus in communications, marketing, or business.
• Two to three years of related work experience required.
• Knowledge of internal institutional policies and external federal and non-federal funding policies and procedures.
• Experience developing marketing and other communications materials for diverse audiences.
• Experience with web-based survey and assessment tools, including SurveyMonkey, Constant Contact, and similar platforms.
• Proficiency in MS Office Suite, including Word, Excel, databases, and Outlook, as well as website maintenance tools and video conferencing platforms such as Zoom and Webex.
• Strong organizational and problem-solving skills.
• Excellent oral and written communication skills.
• Ability to work independently, exercise sound judgment, and collaborate effectively in a cooperative, interactive group setting.

A key member of the academic affairs team, the Senior Academic Program Coordinator shapes faculty onboarding, master's program administration, and thesis and capstone coordination across domestic and international residency courses. Collaborating across Program Directors, Enrollment Services, university libraries, and the Events Coordinator, this role enables the Faculty and Academic Affairs Officer to maintain program integrity, accurate reporting, and smooth vendor and speaker operations.

Leadership Responsibilities

• Manage the Faculty and Academic Affairs Officer calendar, unit email address, and staff and faculty onboarding process.
• Coordinate the search and hiring process for new faculty, including ad placements and managing the faculty hiring portfolio; provide support in the grade appeal process.
• Provide administrative support for master's level programs and certificates, including submitting payment requests, developing and managing internal communications with full-time, part-time, and adjunct faculty, and triaging faculty and academic affairs issues for resolution.
• Work with Program Directors and Enrollment Services to review the website and catalog for program-related changes; use university systems to provide reports and verify information.
• Serve as primary contact for thesis and capstone coordination two to three times per year, including collecting forms, tracking advisor reviews, proofreading final projects for correct formatting, and collaborating with university libraries to ensure posting to the academic repository.
• Provide support for program events, including coordinating catering and processing payments to vendors and speakers; supervise up to three student workers providing logistical support for on-site seminars and residency courses, both domestic and international.
• Collaborate with the Events Coordinator and Executive Director of Marketing on large, program-related events.

Background & Experience

• High school diploma or GED required; bachelor's degree preferred.
• Five years of progressively responsible administrative and academic experience, or an equivalent combination of education and experience.
• Familiarity with higher education settings and adult learners.
• Proficiency in MS Office Suite, including spreadsheets and databases, with advanced data entry skills and attention to detail.
• Ability to become proficient in university systems, including student information systems.
• Strong organizational skills with the ability to prioritize assignments and manage multiple demands, schedules, work styles, and differing program needs.
• Ability to communicate clearly and tactfully, with a pleasant phone and email manner, and a commitment to working collaboratively with diverse personalities.
• Ability to work independently with minimal supervision and to use sound judgment in decision-making.

Successful delivery of new micro-credential offerings depends on the Academic Program Coordinator, who coordinates content deliverables from subject matter experts to the production team and reports on progress to project stakeholders. Based within a higher education production environment, this role supports subject matter expert onboarding and beta review to ensure each micro-credential meets its established design framework and cadence.

Functions

• Coordinate micro-credential deliverables from subject matter experts to the production team, reporting on progress to project stakeholders.
• Assist subject matter experts with micro-credential outlining and content aggregation; arrange and participate in progress meetings.
• Assist in subject matter expert onboarding activities, including research, shortlisting, and onboarding training.
• Participate in the beta review of micro-credentials to ensure the design framework and cadence are present.
• Provide marketing with program data for micro-site creation.

Requirements

• Bachelor's degree required.
• Three or more years of experience managing projects.
• Experience with course design and higher education settings preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong project management and critical thinking skills.
• Excellent communication skills, with the ability to clearly and respectfully provide information, education, and training.
• The ability and desire to build relationships and manage multiple projects simultaneously while meeting deadlines.

As the Academic Program Coordinator, this role leads graduate and undergraduate admissions, student records management, and course scheduling across multiple organizational units in support of the department Chair and interdisciplinary Medical Sciences Program Directors. The academic programs team relies on this work to maintain accurate enrollment data, coordinate graduate exams and defenses, and advance recruitment, compliance, and educational outreach activities.

Accountabilities

• Support, track, monitor, and coordinate student recruitment, admissions, onboarding, and application processes, utilizing graduate application systems such as SLATE.
• Review and screen applications for admission; maintain communications with applicants and represent programs at seasonal recruiting events.
• Respond to student inquiries, investigate and resolve problems, and triage and refer issues to appropriate faculty or administrative personnel.
• Coordinate prospective student visits, including tours, laboratory observations, and meetings with faculty, students, and department leadership; participate in curriculum and PhD committee meetings as an administrative resource.
• Supervise and train administrative support staff in tasks about academic programs, including data entry and clerical tasks for recruitment and orientation events.
• Maintain student records and databases tracking performance, academic status, and graduation information; track course grades, review transcripts, and ensure student plans of study and prerequisites are being completed.
• Announce, coordinate, and facilitate graduate student preliminary exams, candidacy exams, proposals, and defenses, and coordinate all required documentation.
• Develop teaching assistant assignments, monitor performance, and serve as liaison between teaching assistants and faculty; organize and oversee graduate and undergraduate student workers, proctors, tutors, and work-study students.
• Manage departmental courses and student data in UDSIS; collaborate with the department chair and business administrator to develop course caps each semester; liaise with the Office of Professional and Continuing Studies to manage online programming.
• Develop and administer processes for educational outreach activities, including pipeline programs, high school co-ops, and summer camps; manage compliance related to working with minors and oversee visiting scholar regulatory compliance.
• Ensure compliance with graduate college training requirements; coordinate committee meetings, orientations, and student group meeting arrangements; coordinate graduate student travel requests and resolve related administrative and financial issues.

Professional Experience

• Bachelor's degree and three years of experience in college admissions, or an equivalent combination of education and experience.
• Knowledge of university graduate and undergraduate policies and procedures, including WordPress, UDSIS, and SLATE systems, preferred.
• Ability to independently manage an admissions program, make sound decisions, and use discretion regarding personal and confidential matters.
• Strong skills in independently extracting, analyzing, and preparing student data for reports and presentations from university platforms.
• Ability to use advanced techniques in spreadsheet, database, and presentation software, with strong computing skills across a variety of technology applications.
• Ability to prepare accurate and engaging correspondence to faculty, students, administrators, and prospective applicants.
• Effective organizational, interpersonal, and communication skills, including the ability to convey technical information to faculty and staff.
• Ability to plan, prioritize, and manage a variety of simultaneous projects and meet deadlines, including during peak periods requiring extended or weekend hours.
• Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds, with a commitment to fostering a culture of belonging, diversity, and equity.

Academic Program Coordinator delivers administrative and scholarly support for fellowship and academic programs at a bioethics institute, coordinating admissions, grant preparation, and faculty calendar management on behalf of the Director of Education Initiatives and the Harvey M. Meyerhoff Professor of Bioethics and Medicine. Success in the position means maintaining accurate trainee records, producing well-crafted correspondence and official documents, and enabling the Institute's academic and research mission through proactive project management and systems improvement.

Job Functions

• Serve as the administrative point of contact for assigned faculty, fellowship, and academic programs; effectively communicate with academic and administrative leaders, faculty, students, staff, and external contacts on behalf of faculty and program participants.
• Respond to inquiries from prospective fellows and students, communicate admissions decisions, support admissions committee members throughout the application process, and submit scholarships as needed.
• Maintain academic files, track trainee progress, monitor enrollment, anticipate problems, and collect, process, and transmit information to designated staff, fellows, or external agencies and partners.
• Assist with orientation preparations, guest speakers, fellowship and graduation events, and maintain databases with application materials, admission statistics, and current fellow and alumni information.
• Maintain gradebooks, syllabi, and course pages; monitor course schedules and deadlines; and communicate with students and guest presenters on behalf of course instructors.
• Manage faculty calendars, coordinate routine meetings and special events, organize travel arrangements, catering, venue reservations, and audiovisual support, and prepare agendas, meeting materials, and minutes with follow-up on action items.
• Draft and distribute correspondence, proofread and edit confidential documents, prepare official documents for signature, and submit reimbursements, check requests, and supply orders through institutional systems.
• Assist in the preparation of grant applications and renewals; maintain and update CVs, current and pending support, and biosketch documents for NIH and NSF awards.
• Analyze existing systems for improvement; design and maintain administrative filing systems; produce reports and documents; and manage assigned projects and special programs through to completion.

Minimum Qualifications

• High school diploma or GED required; bachelor's degree preferred.
• Three years of administrative and academic experience, or an equivalent combination of education and experience per the institutional equivalency formula.
• Bioethics experience preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, as well as Adobe Acrobat, RefWorks, and online library and journal databases, with the ability to quickly learn new software.
• Strong skills in proofreading, editing, and preparing accurate documents with a high degree of attention to detail.
• Strong organizational skills with the ability to prioritize and manage multiple projects with concurrent deadlines and respond to changing priorities in a fast-paced environment.
• Ability to utilize discretion and diplomacy when working with sensitive and confidential subject matter and to exercise sound judgment.
• Excellent oral and written communication skills, with the ability to engage effectively with a wide range of internal and external constituents.
• Ability to work efficiently and collaboratively as a team member with faculty, staff, leadership, and external contacts.

The Academic Program Coordinator owns the full operational and financial management of a summer institute program, including budgeting, student billing, and account reconciliation, while also serving as lead advisor for a business minor program. Reporting to program and university leadership and collaborating with faculty, staff, and administrators, this role enables student success through advising, recruitment, social media marketing, and comprehensive web and print communications.

What You'll Do

• Manage all logistical and operational aspects of a summer institute program, including budgeting, tracking expenditures, student billing, payment collection, and account reconciliation.
• Oversee the student application process, administer vendor contracts, coordinate special events, and assist the faculty director with on-site operations and supervision.
• Communicate frequently with students, parents, faculty, staff, and administrators regarding program applications, enrollment, tuition payment, and overall program logistics.
• Serve as lead advisor for a business minor program, advising students individually and in groups on application procedures, minor requirements, course registration, and graduation certification processes.
• Maintain accurate records of all advising appointments, phone calls, and relevant communications; respond to student inquiries within two working days.
• Assist in planning and conducting information sessions and other recruitment and outreach initiatives; expand and oversee recruitment marketing efforts through social media and direct mail campaigns.
• Assist in maintaining a comprehensive website and developing printed materials, including brochures, flyers, newsletters, and advertisements, for prospective and current students and the university community.
• Share advising information with program advisors, serve as a representative at weekly team meetings, attend advisor training sessions, and provide appropriate referrals to respective offices and administrators.

Experience & Qualifications

• Bachelor's degree and at least three years of experience coordinating a program and performing complex administrative functions in an academic setting; master's degree and two years of equivalent experience preferred.
• Experience working with college students in an advisory, program coordination, or administrative capacity, including event planning and operational functions.
• Experience with budgeting, accounting, billing, and payment collection, including Excel and institutional accounting applications.
• Knowledge of institutional policies, procedures, and advising resources related to the functions of the position.
• Experience designing content for social media and websites.
• Effective interpersonal skills and strong written and oral communication skills, with diplomacy and sound judgment in working with students, families, staff, faculty, and administrators.
• Demonstrated initiative, problem-solving, follow-through ability, and strong organizational and time management skills with attention to detail and accuracy.
• Sensitivity to academic and cultural diversity with a commitment to creating an environment in which all students can succeed.

Embedded within a postsecondary academic department, the Academic Program Coordinator leads faculty hiring, instructor mentoring, curriculum development, and student academic monitoring for a computer programming program. Working closely with the quality assurance team, student services, and accreditation bodies, this role builds a rigorous, student-centered learning environment that supports instructors and advances enrollment, progression, and disciplinary outcomes.

Strategic Responsibilities

• Provide leadership, excitement, and commitment to the computer programming program, including identifying technology resource needs, participating in the faculty hiring process, and making effective recommendations regarding instructor selection.
• Onboard and mentor new faculty in effective teaching skills; participate in instructor induction, maintain observation and appraisal records, and review and provide input to instructor appraisals as requested.
• Oversee the assessment process for all instructors, including internal and external verification processes in association with the quality assurance team; offer in-person and online technical support to faculty and staff.
• Conduct research and development for new programs based on market trends; identify required software and equipment; develop and deliver effective learning environments incorporating varied teaching and learning methods to meet course objectives.
• Manage lesson planning, assignments, class management, and overall course assessment, ensuring student awareness of course objectives and scoring rubrics; participate in professional development activities as required by accreditation and regulatory agencies.
• Monitor student academic progress, grades, and attendance; liaise with student services for routine monitoring of attendance, integration, progression, and disciplinary matters; oversee enrollment records and program registration to ensure alignment with course timetables.
• Engage students through tutoring and academic counseling, encourage critical and rational thinking, and ensure all educational activity is conducted legally and ethically.
• Participate in faculty meetings, orientations, graduation exercises, program-specific marketing activities such as webinars and workshops, and other functions as directed.

Knowledge, Skills & Abilities

• Master's degree in an appropriate discipline, or an equivalent combination of education, training, and experience.
• Three to five years of teaching experience in the vocation or equivalent work experience, with previous teaching experience at a college or university preferred.
• Previous curriculum and program development experience considered an asset.
• Demonstrated experience in teaching, supervising student work, and providing support and feedback to diverse student populations.
• Demonstrated experience leading a team of educators with diverse backgrounds, with appropriate academic credentials for teachable subjects.
• Strong interpersonal skills and superior communication abilities, both oral and written, with the ability to convey complex information to a range of diverse learners.
• Demonstrated commitment to diversity and equity, with the ability to work effectively with diverse students and colleagues both independently and as part of a team.

Reporting to the Assistant Dean of Undergraduate Services, the Academic Program Coordinator oversees advising for all undergraduate students in the Eberly College of Arts and Sciences, supervising two Advising Specialists and a Records Officer. Partnering with the Office of the Registrar, the Provost Office, and departmental representatives, this role advances student retention and degree completion through policy interpretation, adviser training, and conflict resolution.

Ownership Areas

• Interpret established and new advising policies and procedures under the guidance of the Assistant Dean; serve as the point of contact for all undergraduate programs, accountable for student conflict resolution and the probation and suspension process.
• Develop programs and innovative initiatives to enhance post-baccalaureate transition for all college undergraduate majors; develop training programs for advisers in consultation with the Assistant Dean.
• Work closely with the Assistant Dean, the Office of the Registrar, the Provost Office, and departmental representatives to assist with policy interpretation, retention, and completion, and establish open lines of communication for improved processes.
• Guide advising practices throughout the college to improve retention and completion benchmarks; train new advisers in the college.
• Organize new student orientation documentation and communication; provide support for all departmental advisers involved in orientation.
• Represent the Assistant Dean by serving on workgroups and committees; coordinate and implement university and college policy across all undergraduate programs, working with the Office of the Registrar to ensure all degree requirements and procedures have been met.
• Provide first-level resolution when conflicts arise between students and departments; assist the Assistant Dean in gathering information related to conflict resolution and disciplinary action, producing outcome letters, and overseeing probation and suspension as necessary.

Position Requirements

• Master's degree required.
• Minimum of five years of experience in academic advising of undergraduate students from a variety of majors, academic affairs, and administration at a higher education institution.
• Experience supervising staff, including the ability to supervise a team of two program coordinators.
• Demonstrated ability to manage various objectives, projects, and groups, and to prioritize responsibilities and initiate work accordingly.
• Knowledge of data gathering and analysis tools, techniques, and processes.
• Demonstrated excellent oral and written communication skills, including the ability to communicate effectively in controversial or adversarial situations.
• Ability to learn complex and varied curriculum and to comprehend and apply institutional rules and policies for undergraduate students.
• Ability to work with diverse populations in a multicultural environment, with a demonstrated high level of ethics and integrity, and the ability to generate productive relationships with internal and external partners.

Sitting at the intersection of student services and graduate program operations, the Cyber Academic Program Coordinator shapes recruiting strategy, enrollment marketing, and internship program management for graduate cybersecurity and computing disciplines. Operating across academic, communications, and student support functions, this role enables the school to build a qualified and diverse graduate student population while maintaining responsive advising and day-to-day operational continuity.

Day-to-Day Responsibilities

• Serve as the primary point of contact for students and visitors of the graduate suite, managing school and program email to field prospective student questions and respond to internal and external program inquiries.
• Track prospective students from initial inquiry through acceptance and graduation; complete all student graduation applications and track student success after degree award.
• Support graduate student recruiting and advising; develop and implement strategies to recruit a qualified and diverse student population and reach enrollment goals; oversee the graduate student marketing campaign in collaboration with academic and communications leadership.
• Provide facilitation and support for undergraduate recruitment outreach efforts, including campus tours and preview days; serve as backup to the undergraduate program coordinator and assist in tracking undergraduate course and research assistants.
• Provide support for school events, including recruitment and outreach event setup; assist with tracking graduate assistants and research assistants; assist in determining student eligibility for scholarships and assistantship programs.
• Coordinate and manage internship programs with students and trainees; disseminate current information to students about program-related education opportunities and trends in cyber and computing disciplines.
• Serve as the point of contact for student concerns, review course evaluations, and assist in day-to-day graduate operations of the school.

Technical Qualifications

• Bachelor's degree in business administration, education, counseling, or a related discipline, plus three years of progressively responsible student support experience.
• Working knowledge of databases, operating systems, spreadsheets, and computer software systems.
• Strong analytical and facilitation skills.
• Proven ability to communicate effectively verbally, in writing, and through formal presentations.
• Proven ability to develop effective and collaborative working relationships with a variety of representative groups with potentially dissimilar priorities.
• Ability to take initiative in decision-making and priority setting.

A key member of the Educational Psychology department, the Academic Program Coordinator delivers oversight and coordination for the department's practicum laboratory, maintaining compliance with university, state, and federal regulations and supporting accurate program records. Collaborating with program participants, stakeholders, and department leadership, this role enables effective practicum operations through guideline development, inventory management, and accreditation reporting.

Scope of Work

• Serve as the main point of contact for program participants and stakeholders, including telephone and email communications, and respond to questions regarding the practicum lab.
• Maintain records of program participants and data, distribute and process forms and documents, and research, summarize, and analyze information to prepare special and recurring reports, including accreditation reports and statistical compilations.
• Establish guidelines, procedures, protocols, and related training for the laboratory; ensure users are trained, aware of, and adhering to guidelines; ensure compliance with all applicable university, state, and federal laws, rules, and regulations.
• Manage test lab inventory and coordinate the procurement and disposition of laboratory supplies and equipment.
• Schedule and participate in meetings or committees on behalf of the practicum lab; may supervise or oversee student or temporary employees.

Education & Experience

• Bachelor's degree in a relevant field, plus two to four years of relevant experience, or an equivalent combination of education and experience.
• Knowledge of practicum lab rules, regulations, and procedures, including patient rights, patient consent, confidentiality, and HIPAA.
• Knowledge of budgeting, account reconciliation, and organizational practices and principles.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong customer service skills, with the ability to develop and maintain good working relationships and communicate effectively.
• Strong problem-solving, organizational, and analytical capabilities, with the ability to organize data and information accurately and promote a diverse, inclusive environment.

Sustained college access outcomes for Latinx and immigrant youth depend on the Academic Program Coordinator, who coordinates and facilitates the TEAM mentoring program, pairing students with mentors for weekly academic and socio-emotional support. Serving as a liaison between students, mentors, and the Expanded Learning Programs department, this role strengthens post-secondary preparation and college acceptance outcomes for high school seniors in the surrounding community.

Areas of Ownership

• Coordinate and facilitate the TEAM mentoring program, including mentor recruitment, training, and cultivating meaningful relationships with mentors and students.
• Partner with the surrounding community to provide college trips, academic workshops, and other opportunities for students.
• Serve as liaison between students, mentors, and their academic progress, preparing students for post-secondary education and beyond.
• Support and strengthen program efforts toward college acceptance outcomes for high school seniors.
• Collaborate with the Expanded Learning Programs department to directly impact a student population of primarily Latinx and immigrant families.

Required Qualifications

• Bachelor's degree in education, social work, psychology, or a related field preferred.
• Three years of experience working with youth ages 12 to 18, with experience in mentoring programs preferred.
• Teaching or workshop presentation experience preferred.
• Proficiency in Spanish is highly preferred; basic Spanish is required.
• Proficiency in Microsoft Office programs required.
• Strong communication skills and a commitment to relationship building as a core priority.
• Highly motivated and organized, with the ability to work both independently and as part of a team.