Salary/Position Classification

• $39,000-41,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

The Academic Program Coordinator works to ensure the academic objectives and goals of the College, are maintained and achieved. The function of this position is to provide:
1. College Course Scheduling
2. Management of College Graduate Tuition Waivers and Assistantships
3. Curriculum and CourseLeaf coordination and support for the Curriculum committees
This position contributes to larger College efforts by managing course scheduling for all academic programs, managing the graduate tuition waiver and graduate assistantship processes, and serving as support for the both the Undergraduate and Graduate curriculum committees.

Duties & Responsibilities

• Comprehensive College Course Scheduling
  • Collaborate with program directors to ensure course scheduling is executed efficiently and effectively within set deadlines using Teams or relevant platforms.
  • Work in tandem with department Chairs to finalize semester course schedules, balancing academic requirements with faculty availability and student needs.
  • Coordinate closely with the Registrar’s Office for course schedules, room assignments, and other logistical needs, ensuring optimal utilization of resources and spaces.
  • Manage room scheduling for courses in collaboration with the Chairs and CEHD Building Manager, addressing any special requirements or accommodations.
  • Distribute regular course enrollment reports to CEHD leadership and advisors and provide ad hoc course enrollment reporting, when requested. 
• Advanced Management of College Tuition Waivers
  • Collaborate closely with the Assistant Dean for Research and Faculty Development (ADRFD) to strategically administer and oversee the entire process of tuition waivers for the College.
  • Execute comprehensive tasks including meticulous preparation and processing of essential paperwork, ensuring accuracy and adherence to policies.
  • Proactively manage the distribution of award notifications to students, providing clear communication and guidance regarding their tuition waivers.
  • Compile and submit detailed waiver reports to Student Finance, ensuring timely and accurate financial accounting and compliance with institutional guidelines.
  • Serve as a primary liaison between students, the College, and financial departments, ensuring a smooth and efficient award process.
  • Perform waiver reconciliation each semester to ensure waivers are posted correctly to student accounts.
  • Provide waiver analysis to CBO and ADRFD to assist in waiver budget management and contingency waiver planning. 
• Strategic Coordination of Graduate Assistantship Programs
  • Manage and streamline the entire graduate assistantship application process, from the initial announcement of opportunities to the final selection of candidates, by developing and implementing systems and procedures that facilitate application management to ensure the selection process is conducted with fairness and transparency.
  • Liaise with departments and faculty to identify and fulfill assistantship needs, aligning them with the academic goals of the College.
  • Coordinate with College HR/Payroll Specialist to process assistantship hires. 
• Manage administrative functions for the Undergraduate and Graduate Curriculum Committees
  • Facilitate CourseLeaf and curriculum updates for CEHD programs.
  • Aid in processing initial curriculum change requests and communicate alterations to faculty/staff.
  • Maintain accurate records of curriculum changes approved by the Curriculum Committee.
  • Coordinate and distribute agendas and minutes for committee meetings.
  • Ensure timely uploading of approved minutes to TEAMs.
  • Send reminders for scheduled committee meetings. 
• Additional Responsibilities as Assigned by CBO or Dean
  • Manage Incomplete Grade process o Coordinate with CEHD faculty and Registrar’s Office to review Incomplete Grades.
  • Assist faculty in resolving incomplete grades and in requesting grading extensions, as needed.
  • Ensure Incompletes are addressed prior to student credit hour (SCH) analysis by State Board of Higher Education (SBHE) for state appropriated funding calculations.
  • Communicate with Department Chairs to address grading issues.
  • Undertake various tasks as delegated by the CBO or Dean. 

Required Competencies

• Strong communication skills (written and oral)
• Strong attention to detail skills
• Excellent organizational and prioritization skills
• Ability to multi-task, think critically, and manage complex administrative processes
• Demonstrated leadership and problem-solving skills
• Ability to solve issues independently
• Ability to work collaboratively across all institutional lines
• Ability to communicate effectively with a diverse community of students, faculty, staff with tact and diplomacy.
• Demonstrate flexibility and adaptability to manage unexpected challenges.

Minimum Requirements

• Bachelor’s degree
• Proficient with Microsoft Office, including Word, Outlook, Excel
• Customer service experience
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• 5 years of experience in an academic, business or related setting
• Experience with PeopleSoft (Campus Connection), CLSS, Ad Astra, Perceptive Content, Qualtrics, and/or Starfish