Admissions and Academic Program Coordinator, School of Music

Penn State University • University Park, IL

2d • $40,608 - $58,836 • Hybrid

About The Position

The School of Music is seeking a collaborative, detail-oriented administrative professional to serve as an Admissions and Academic Program Coordinator. This is a key role supporting undergraduate recruitment, student success, and academic operations. As a central member of the School's administrative team, this position guides prospective and current students through critical stages of their academic experience, from audition and admission through graduation. Working closely with students, families, faculty, and University partners, the Admissions and Academic Program Coordinator manages a broad range of responsibilities, including audition coordination, student records and enrollment processes, undergraduate academic scheduling, and classroom management. Supporting more than 300 undergraduate students and approximately 55 faculty members, this position also provides administrative oversight for scholarship processes, financial transaction support, and other operational functions essential to the School's success.

Requirements

• Proficiency in Microsoft Office 365, including Excel or equivalent spreadsheet software, with the ability to manage, analyze, and interpret complex datasets and reports
• Outstanding organizational skills, with the ability to manage multiple projects and priorities simultaneously
• Effective written and verbal communication skills, with the ability to convey information clearly across a range of formats
• Commitment to working collaboratively as part of a team and contributing to a positive, service-oriented work environment
• Excellent interpersonal skills; driven to provide high-quality customer service
• Inclusive and respectful when working with others
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; Relevant education accepted in lieu of experience
• PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Knowledge of music or other arts' higher education curriculum or recruitment/admissions processes
• Demonstrated administrative experience in a higher education or academic setting
• Ability to work effectively in a fast-paced environment while handling sensitive and confidential information with discretion

Responsibilities

• Support the Undergraduate Assistant Director in administering undergraduate music programs serving more than 300 students.
• Maintain confidential student records and provide information and guidance to students, parents, faculty, other departments, and external constituents.
• Manage student enrollment activities, including department-controlled course registration, drop/add processing, music minor enrollment, and resolution of complex enrollment issues in collaboration with the Registrar's Office.
• Monitor and maintain academic records and reporting through University systems, including LionPATH, and coordinate administration of Student Rating of Teaching Effectiveness (SRTE) evaluations and other program statistics.
• Review student records to verify completion of graduation requirements.
• Manage a complex academic scheduling operation supporting approximately 420 course offerings during each fall and spring semester and 15 summer courses.
• Coordinate course scheduling and classroom assignments through LionPATH and 25Live by CollegeNET, including course setup, space assignments, course controls, exam scheduling, and resolution of scheduling conflicts.
• Collaborate with University offices and faculty to support curriculum administration and implementation of new courses.
• Collaborate with School of Music, College, and University recruitment partners to support undergraduate recruitment and admissions efforts.
• Serve as a primary point of contact for prospective students, current students, families, counselors, and visitors by providing guidance on admissions, enrollment, and onboarding processes.
• Coordinate and manage undergraduate and graduate audition activities, including scheduling, communications, faculty participation, remote audition processes, and collection of audition results and evaluations.
• Represent the School of Music at recruitment, enrollment, and outreach events, including information sessions, campus visit programs, and college fairs.
• Prepare scholarship offer letters, track scholarship acceptances, and support scholarship administration in collaboration with the Administrative Support Manager.
• Serve as a Finance One Stop (OST) Initiator for faculty travel by collecting required documentation, submitting ServiceNow tickets, and coordinating follow-up as needed.
• Provide general administrative support such as key distribution and general questions.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

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