Academic Program Coordinator

Penn State University • University Park, IL

8d • $40,608 - $58,836 • Hybrid

About The Position

The Department of Ecosystem Science and Management in Penn State’s College of Agricultural Sciences is seeking an Academic Program Coordinator to provide comprehensive administrative and program support for the department’s undergraduate programs. The coordinator works with students, faculty, staff, prospective students, alumni, visitors, and University partners, and serves as a resource for undergraduate academic programs and departmental activities.

The position requires full-time on-site work during the initial six-month training period. After successful completion of training, a hybrid arrangement may be available, subject to University policy and departmental needs. Employment is contingent on successful completion of required background checks. Penn State does not sponsor or assume sponsorship of staff employment visas; applicants must be authorized to work in the United States.

Requirements

• GED or high school diploma and at least two years of relevant experience; relevant education may be accepted in lieu of experience.
• Strong organizational, communication, and customer-service skills.
• Ability to manage multiple priorities and work collaboratively with students, faculty, staff, and University partners.
• Attention to detail and ability to handle confidential student information appropriately.
• Authorization to work in the United States; Penn State does not sponsor staff employment visas.
• Successful completion of required background checks.

Responsibilities

• Create and maintain undergraduate records for departmental majors and minors, and assign academic advisers using LionPATH.
• Maintain and review academic records, degree requirements, and student information; process academic exception petitions and course substitutions; assist with graduation reviews and approvals; and comply with FERPA requirements.
• Maintain undergraduate student databases and prepare enrollment, graduation, and other academic reports.
• Support undergraduate scholarship activities by preparing information for the Scholarship Committee, tracking donor thank-you letters, and maintaining related records.
• Serve as a primary contact for students, prospective students, alumni, visitors, and other external contacts seeking information or assistance about departmental programs.
• Respond to student questions and provide guidance about departmental and University procedures, course enrollment, independent study, research credits, internships, overloads, graduate-level courses, and other courses under departmental control.
• Collaborate with faculty, staff, advisers, and College and University offices to resolve course scheduling, registration, and student-related matters.
• Coordinate course offerings, including preparing future semester offerings, obtaining approvals, scheduling classrooms and final exams, assigning instructors, ordering textbooks, coordinating student course evaluations, and arranging course-related transportation.
• Coordinate and maintain reservations for meeting rooms, classrooms, the atrium, and other facilities in the Forest Resources Building and across campus; serve as a departmental contact for building events.
• Maintain and distribute communications to undergraduate students through departmental listservs and email.
• Support departmental communications and outreach by maintaining social media platforms, developing and sharing content, managing the atrium digital display, and assisting with photographs and other media.
• Support student organizations associated with the department.
• Assist with undergraduate recruitment by coordinating prospective-student meetings, maintaining recruitment materials, preparing admissions correspondence using Slate, maintaining prospective and admitted student information, and liaising with the College of Agricultural Sciences Office for Undergraduate Education.
• Assist with planning and coordinating departmental events and activities, including the annual Career Fair and Alumni and Friends Banquet.
• Provide administrative support to faculty and staff and serve as a resource on departmental, College, and University policies and procedures.
• Perform other duties as assigned in support of departmental academic programs and operations.

Benefits

• Competitive benefits package for full-time employees.
• Medical, dental, and vision coverage.
• Retirement plans.
• Paid holidays, vacation, and sick time.
• 75% tuition discount for employees and eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED