WHAT DOES AN ACADEMIC PROGRAM COORDINATOR DO?

The Academic Program Coordinator plays a crucial role in ensuring effective communication across all organizational levels and works closely with senior management to streamline and implement processes that enhance efficiencies in Engineering programs. This position coordinates all project activities, from engineering program development to liaising for academic assessment needs, and designs and leads the Honors Colloquium training course each spring. Additionally, the coordinator assists with program evaluations, tracks honors data, and supports honors students towards fulfilling graduation requirements.

A Review of Professional Skills and Functions for Academic Program Coordinator

1. Academic Program Coordinator Duties

  • Leadership: Serves as a member of LMC Leadership team
  • Communication Management: Manages official LMC communications (website, e-mail, phone, Bright signs)
  • Supply Management: Maintains and monitors classroom, lab, and office supplies, ordering
  • Procurement Liaison: Serves as bookstore/Follett liaison for LMC courses - textbook purchasing and follow up
  • Cross-training: Cross Trains with Peak Program Coordinator to utilize and support departmental resources effectively
  • Program Management: Manages the LMC during math components for residential summer bridge programs
  • Payroll Approval: Approves payroll for all math tutors and instructors utilized for summer bridge
  • HR Management: Manages human resource and hiring paperwork for staff hired for bridge programs
  • Record Keeping: Keeps records for all summer bridge operations including participants and data
  • Equipment Management: Serves as initial stop for all LMC classroom and lab equipment
  • Technical Support: Provides tech support for all software and hardware issues in classrooms and lab
  • Maintenance: Maintains LMC copiers, printers, and digital display devices
  • System Support: Maintains systems management support software
  • Publisher Liaison: Serves as a liaison to all publishers used in LMC lab and classrooms, including Pearson and McGraw-Hill

2. Academic Program Coordinator Details

  • Correspondence Preparation: Prepare correspondence as drafted by faculty and also creates basic original correspondence in response to letters and emails.
  • Report Preparation: Prepare reports using Microsoft Office (e.g., Word and Excel).
  • Record Management: Develop and maintain secure electronic and paper records systems, including those for confidential student records.
  • Supply Management: Monitor, track, and order supplies, including working with the SAP supply/purchasing systems and requirements.
  • Financial Processing: Work through SAP to process invoices for payment, reconcile related budget items, ensure that vendors are set up in SAP as needed, and complete processing of P-Card and travel processing.
  • Committee Involvement: Participate in SOE committee or special projects as requested.
  • Compliance Tracking: Track program certification compliance.
  • HR Coordination: Initiate and monitor new hire paperwork for all undergraduate student staff.
  • HR Liaison: Serve as liaison for LMC in interactions with the HR Service Team.
  • Payroll Approval: Approve payroll for 50-70 student wage employees in the LMC.
  • Financial Assistance: May work with department financial staff.
  • Facility Oversight: Oversee the use and operations of all academic areas in Bldg 60, 2nd floor.
  • Contact Point: Serve as main point of contact and floor liaison for Bldg 60, 2nd floor.
  • Scheduling: Maintain master schedules for all LMC spaces, including classrooms, conference room, and testing room.
  • Employee Scheduling: Schedule student employees for classroom teaching and lab assignments.

3. Academic Program Coordinator Responsibilities

  • Strategic Management: Manage overall strategic goals and administration of equity, outreach, and alumni engagement efforts in support of Graduate College in collaboration with Deans.
  • Budget Management: Responsible for development and management of annual budget for diversity, equity, and outreach initiatives.
  • Program Coordination: Coordinates annual summer research program.
  • Application Management: Manages summer research program applications, correspondence, and onboarding process.
  • Data Maintenance: Maintains updated contact information for summer program participants and tracks education and career outcomes over time.
  • Event Planning: Plans and executes meeting arrangements, creates, and assembles meeting materials, reports, presentations, and follow-up communications on agreed upon execution strategies.
  • Database Management: Design, construction, and management of Graduate College database platform.
  • Data Organization: Organizes, enters, and uploads data into current database or spreadsheets.
  • Financial Tracking: Track and report programmatic spending according to established budget(s).
  • Event Coordination: Coordinates annual reverse recruitment events including communications, travel arrangements, materials, and meetings for visitors.
  • Relationship Building: Establishes and cultivates relationships with key undergraduate STEM faculty and staff to develop and maintain partnerships.
  • Survey Management: Assist with the development, maintenance, and dissemination of bi-annual alumni survey.
  • Alumni Management: Manages alumni exit process including interviews and collection of exit data for use as metrics in tracking and impact analysis.

4. Academic Program Coordinator Accountabilities

  • Database Management: Responsible for annual alumni database updates and periodic input of alumni employment and contact information.
  • Strategy Development: Develop and maintain alumni strategy and operations including collaborative efforts with other areas such as the University Alumni Association, Student Services, Office of Career Development, and Deans.
  • Content Management: Responsible for content development and management of the Graduate College’s social media platforms.
  • DEI Liaison: Acts as a liaison to student groups and offices/programs with a focus on diversity, equity, and inclusion.
  • Analytics Assistance: Assist with analytics, including tracking metrics, generating diversity reporting to show trends, and communicating impact to Graduate College leadership.
  • Tracking Management: Responsible for tracking student and alumni awards, publications, grants, and career transitions.
  • Recruitment Coordination: Recruitment liaison at local, regional, and national recruitment events and conferences.
  • Communications Production: Production of Graduate College communications and marketing campaigns.
  • Educational Design: Responsible for course design and instruction across Graduate College degree granting programs.
  • Representation: Serve as Graduate College representative on University and system-wide task forces and committees.

5. Academic Program Coordinator Overview

  • Communication Enhancement: Ensure effective communication throughout all levels of the organization.
  • Process Optimization: Work with Senior Management to streamline and implement Engineering program processes and procedures in order to maximize efficiencies.
  • Project Coordination: Serve as coordinator for all project activities including engineering program development and liaison for academic assessment needs.
  • Project Management: Provide project goals, scope, task assignment, and timelines.
  • Strategic Planning: Research, create, and present project plans to the business unit teams, including identifying viable alternatives for solving problems, gathering, and documenting business requirements.
  • Reporting: Generate and distribute various reports for current and new programs.
  • Schedule Maintenance: Maintain project schedules.
  • Content Development: Generate and edit Engineering subject matter content for various department needs, including marketing and enrollment materials.
  • Course Leadership: Design, lead, and teach the Honors Colloquium training course offered each spring.
  • Academic Advising: Serve as an academic advisor for honors students, which involves monitoring academic progress, general academic support, and guidance towards completion of honors and graduation requirements.
  • Program Analysis: Assist with program evaluation, tracking honors data and student progress, and processing Graduation Medallion Audits.
  • Committee Management: Manage and/or serve on committees for Honors activities.
Relevant Information
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