Academic Program Coordinator

Defense Acquisition•Huntsville, AL

11d

About The Position

The Academic Program Coordinator is responsible for planning, executing, and managing academic programs for the department. This role involves collaborating with faculty and staff, ensuring compliance with educational regulations, and managing program budgets. The coordinator will also generate reports, schedule essential meetings, and coordinate with internal departments to ensure timely task completion.

Requirements

Bachelor's degree and 3 years or related experience OR associate's degree and 5 years of related experience OR a high school diploma or GED and 8-10 years of related experience.
Experience in multimedia graphics design and/or event planning.
Proficiency in MS Office.
Strong organizational skills.
Strong communication skills, both verbal and written.

Nice To Haves

Good interpersonal skills; experience working with people from varied cultural backgrounds.
Experience with some experience in multimedia graphics design and/or event planning

Responsibilities

Program Management & Administration
Program Oversight & Liaison: Maintain academic integrity and excellence in graduate programs. Serve as the primary liaison between the graduate program, the college, and the School of Graduate Programs.
Program Planning & Review: Engage in continuous review of programs' learning outcomes and curriculum. Participate in annual and comprehensive academic program assessment.
Faculty & Staff Support: Facilitate the hiring of graduate assistants. Keep students and faculty informed of current deadlines and School of Graduate Programs policies. Plan and organize departmental meetings and events.
Student Support & Compliance: Inform students of grievance and appeals processes, ensuring due process regarding academic matters.
Process Improvement: Manage the department's online forms and Microsoft Teams platform for data collection and analytics. Identify and suggest improvements to departmental workflow processes.
Strategic Recruitment: Collaborate with the School of Graduate Programs to analyze enrollment trends and develop, execute, and revise program recruitment plans to attract a diverse student body. Review prospective students' qualifications.
Event Planning: Plan and organize internal and external meetings and special events (e.g., recruiting events, advisory board meetings, programming contests). Anticipate and address potential problems during event planning.
Student Engagement: Actively participate in student outreach and recruitment activities, including WSU open houses, high school visits, conducting tours, and following up with prospective students and parents.
Alumni & Industry Relations: Assist the Chair with interactions with alumni and local industry. Serve as a liaison with Career Services to improve co-op/job opportunities for students and graduates.
Department Representation: Attend undergraduate studies committee meetings and represent the department at recruitment functions.
Faculty Appointments: Collaborate with the department Chair to identify qualified faculty and facilitate their application and renewal to the Graduate Faculty.
Course Scheduling & Resources: Work with the Chair and faculty to ensure appropriate teaching assignments, course scheduling, and faculty assignments to facilitate timely student matriculation.
Curriculum Maintenance: Complete the annual review and revision of the academic catalog related to the program by identified deadlines.
Resource Management: Determine program needs regarding course scheduling and section numbers. Identify appropriate teaching spaces and modalities, ensuring necessary equipment and materials are maintained.
Accreditation Support: Prepare required portions of program self-assessment documents for national accrediting agencies. Collect and aggregate assessment inputs from faculty and committees.
Admissions Processing: Manage the receipt and processing of graduate admission applications, petitions, and degree certifications. Communicate progress and results to students.
Data Management: Manage database logs for admissions, petitions, and graduation statistics. Monitor and report student enrollment data for classes and laboratories.
Interdepartmental Collaboration: Collaborate with the University Center of International Education, Graduate School, Raider Connect, and other WSU colleges to support international student success.
General Support: Manage departmental emails and voicemail, distributing them to appropriate staff
Platform Management: Manage the department's Microsoft Teams platform, ensuring all content is current and relevant.
Form & Data System Configuration: Configure and maintain online forms (e.g., using Microsoft Forms/Power Automate) to collect data on student requests and coordinate the transition of forms to the Teams platform.
Analysis & Reporting: Collect and analyze data from undergraduate and graduate programs using tools such as Microsoft Power Automate, Forms, Excel, Qualtrics, and Power BI.
Marketing Strategy: Lead the planning and execution of marketing projects. Recommend marketing strategies aligned with the department's strategic goals, collaborating with the Office of Marketing.
Content Development: Develop, design, and maintain marketing and promotional materials for print and web.
Web & Social Media Management: Maintain the departmental website, ensuring all promotional content (web pages, catalog entries) is accurate and up to date. Create, curate, post, and monitor strategic content on social media outlets in alignment with WSU guidelines
Supervision of student office workers
Responsible for all student office assistants.
Responsible for grader/recitation instructor hiring paperwork and timecards.
Determine work methods and work operations for student office assistants.
Make hiring and termination decisions for student office assistants.
Perform all non-advising responsibilities for PhD in Engineering to include Student recordkeeping.
Maintain Ph.D. records according to university records retention policy.
Generate student milestone forms and update advisors on these milestones.
Process Ph.D. paperwork.
Distribute degree certifications for review.
Maintain degree qualifications profile (DQF) renewals, advertise dissertation defenses, assist students as needed.