Academic Program Coordinator - Fox Graduate School

Penn State University • University Park, PA

67d • $38,300 - $61,000 • Hybrid

About The Position

The Office of Graduate Fellowships and Awards Administration (OGFAA) within the J. Jeffrey and Ann Marie Fox Graduate School at Penn State is seeking an Academic Program Coordinator. This position serves as the first point of contact for the Office of Fellowships and Awards Administration and communicates with program staff and faculty across the University, as well as responding to direct inquiries from students. The role provides direct support to the Director and Associate Director of OGFAA, oversees daily administrative operations with minimal supervision, coordinates meetings as needed, assists in organizing events/workshops with our Events Team, and is the University point of contact for the Student Tuition Assistance Program (STAP).

Requirements

• Proficient in Microsoft Office applications.
• Experience with Graduate Awards Tracking System (GRATS), Graduate Admissions Decision System (GRADS), Lionpath, and event planning are a plus.
• Excellent written, oral, and interpersonal communication skills.
• Excellent planning, database management, and computer skills.
• Demonstrated ability to handle sensitive and confidential internal and external communications.
• Competency in the use of Microsoft Office 365 (particularly Word, Excel, Forms, SharePoint, and Teams).
• Experience with diverse teams and commitment to creating a climate of diversity, equity, and inclusion at Penn State.
• Exhibits a high level of professionalism and ability to work with minimal supervision.

Responsibilities

• Provide administrative support for the OGFAA office and communicate with program staff and faculty within colleges and other business units to respond to inquiries.
• Draft communications to send to college and program partners across the University.
• Create and maintain databases; oversee OGFAA records retention, and compile thank-you letters for endowments.
• Monitor GRATS awards and deadlines, and process deferrals as needed.
• Receive, compile, monitor approval/denial status of Deans Distinguished Graduate Scholarship (DDGS) and DGF nominations.
• Manage Sloan Scholar funding requests, maintain records, and ensure proper documentation.
• Coordinate Intercollege Graduate Degree Program (IGDP) recruitment nominations and manage related awards in Graduate Awards Tracking System (GRATS).
• Serve as the primary contact for the Student Tuition Assistance Program (STAP), managing the portal and coordinating with the Bursar's office on discrepancies.
• Manage faculty and student award competitions in InfoReady, including launching the competition, monitoring faculty reviewer status, and notify awardees.
• Assist Director with National Science Foundation Graduate Research Fellowship Program (NSF GRFP) congratulatory letters, SARI compliance, and other administrative tasks.
• Assist with planning and setup for events such as the University Graduate Fellowship/Distinguished Graduate Fellowship (UGF/DGF) Reception, Faculty and Staff Luncheon, and Financial Aid Day.
• Monitor expenses for IGDP recruitment and travel.
• Provide administrative support for the Graduate Council Fellowships and Awards Committee.
• Coordinate and prepare agendas for meetings; take minutes.
• Update OGFAA webpages.
• Perform other duties as assigned.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Robust retirement plans.
• Substantial paid time off including holidays, vacation, and sick time.
• Generous 75% tuition discount for employees and eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree