Program Coordinator (Part-time 28 hrs/wk)

Brigham Young University • Provo, UT

1d • $20 - $27

About The Position

The Academic Program Coordinator plays a key role in supporting the Department Administrative Assistant and Department Chairs by efficiently managing a range of administrative functions. This position is responsible for coordinating undergraduate research awards, overseeing building access, administering TA awards, compiling annual university reports, maintaining departmental email lists, and assisting with event planning and execution. Additionally, this position manages undergraduate advisement appointments, facilitates senior exit interviews, supports department chairs with faculty stewardship interviews, and provides comprehensive administrative support to faculty. This role ensures the smooth operation of departmental processes, contributing to the overall efficiency and effectiveness of academic and administrative activities.

Requirements

• A firm commitment to the mission of BYU
• Associate degree or other post-secondary education and 2+ years’ experience in an office environment
• Proficient in Microsoft Office suite with a particularly high level of proficiency with EXCEL; Google drive, sheets/forms and features.
• Efficient and accurate data entry
• High degree of written and verbal communication skills
• Ability to keep information confidential

Nice To Haves

• Bachelor’s degree and more than 2 years’ experience in an office environment
• Familiarity with BYU systems including AIM, faculty profile and Learning Suite

Responsibilities

• Undergraduate Research Awards Manager
• Coordinate Submission Deadlines: Update the URA website, department signage, and email current URA students. Edit Microsoft submission collection forms each semester to ensure timely and accurate submissions
• Proposal Review: Evaluate over 200 URA applicant proposals for compliance with application requirements and faculty approval
• Compliance Monitoring: Oversee experience paragraphs for the college, ensuring an 80% compliance rate
• Data Verification and Compilation: Gather and verify necessary data for the Chemistry Business Office to determine student wages and ensure on-time hiring
• BNSN Building Access Manager
• Key and Card Access Management: Oversee the submission of 230+ physical keys and electronic key card access
• Student Communication: Email students regarding required training, key fees, and key pick-up procedures
• Record Keeping: Maintain audit and key fee sheets and send information to the business office for fee processing and refunds
• Re-Key Coordination: Arrange re-keys for classrooms and closets and request new keys from the University Key Office
• Training and Access Monitoring: Monitor the card access training site, grant electronic access upon training completion, and email confirmations to students
• ID Card and Lab Access Updates: Update ID card building access and teaching lab access each semester as directed by faculty
• Annual Inventory and Reporting: Conduct annual key inventory and report lost keys to the University Key Office
• TA award Finalist and Awardee Manager
• Data Assessment: Evaluate data to determine finalists and awardees based on department equations and guidelines
• Approval Coordination: Request faculty and chair approval for selected awardees
• Award Communication: Send award letters to chosen awardees and collect thank-you letters for various awards, fellowships, scholarships, and TA Awards
• Annual University Report
• Data Integration and Systematization: Integrate and systematize annual statistics for University Resource Planning
• Report Compilation: Compile spreadsheets detailing graduate, undergraduate, and faculty contributions to the department
• Majors Email List and Assistant Event Coordinator
• Email List Maintenance: Update mailing lists for incoming freshmen, emeritus faculty, and donors
• Event Collaboration: Assist in organizing and preparing for various department events, including:
• Graduation: Facilitate senior exit interviews, and manage the ordering, preparation, and presentation of graduate gifts.
• New Student Orientation: Prepare and mail the department welcome letter and information packet. Order, package, and present new student gifts at orientation.
• Undergraduate Advisement
• Microsoft Bookings Calendar Management: Create and maintain the Microsoft Bookings Calendar
• Request faculty advisor availability each semester
• Respond to student emails and in-person requests for advisement, assessing student needs and schedules
• Create booking appointments and send confirmation emails to students and faculty, including date, time, student questions, and attached student progress reports.
• Schedule necessary graduating student (75+) appointments with the chair and assistant chairs at the end of Fall and Winter Semesters
• Compose and compile Senior Portfolios
• Send Microsoft exit interview forms and track data for analysis
• Department Chairs Support
• Appointment Scheduling: Create a Microsoft Bookings calendar and schedule faculty appointments with the chair. Ensure faculty complete the Stewardship Interview Form
• Confidential Preparation: Prepare confidential faculty summary packets for annual stewardship interviews, including publications, funding, ELMS mentorship results, scheduled courses, citizenship assignments, and any other information requested by the chair
• Signature Facilitation: Facilitate the collection of individual signatures from the chair and faculty members, and prepare digital documents and comments for the College
• Faculty Support
• Faculty Profile Administration: Enter publications, presentations, and mentored student information into faculty profiles. This includes recording journal publications, grades, undergraduate involvement, and peer-reviewed work, managing approximately 120 entries per year
• Key Requests and Building Access: Facilitate faculty key requests and manage building access
• Student URA and Portfolio Coordination: Coordinate items for student Undergraduate Research Awards (URAs), portfolios, and Learning Suite access

Benefits

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)
• Employee assistance program, available to the employee and all members of their household
• Tuition benefits after two years
• Access to athletic facilities
• Access to the library
• Free on-campus parking
• Free UTA passes for employees, spouses, and qualified dependents
• Discounts at the BYU Store and for many events at BYU

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees