Programs Coordinator

Embry-Riddle Aeronautical University • Daytona Beach, FL

1d

About The Position

The Programs Coordinator is tasked with the oversight and project management of registrar-related responsibilities associated with specialized academic programs offered at the ERAU-Daytona Beach campus, such as study abroad and exchange, GAETZ, Continuing Education, Summer Program, and Embry-Riddle Language Institute. The Project Coordinator is required to have a broad understanding and in-depth knowledge of all aspects of student registration and record-keeping business practices as well as admission, financial aid, and student accounts procedures in order to facilitate excellent service to students and campus partners. In support of student readmission processes, the Programs Coordinator is expected to leverage knowledge of academic policies to 1. support students as they apply for readmission, 2. prepare readmission packages for Senate Committee of Academic Standards & Admissions consideration 3. assist Senate Committee of Academic Standards & Admissions committee members during their deliberations 4. document and draft the Committee’s decisions 5. communicate decisions to students; and 6. update the student record. To this end, it is essential that the Programs Coordinator work collaboratively and cooperatively with other University departments and administrators to build productive relationships across the campus to ensure enrollment and retention efforts are consistent with office and University goals. Finally, the Programs Coordinator is responsible for the hiring, training and supervision of two student assistants.

Requirements

• Bachelor’s degree or 3 years comparable experience.
• Minimum of 1-3 years of related work experience, including previous administrative/secretarial/budget experience.
• Analytical skills with an in-depth knowledge of student information systems, registrar technology, and technical expertise with Microsoft operating systems including Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Excellent verbal and written communication skills with the ability to communicate with all levels of staff, students, and faculty.
• Maintain cooperative working relationships with supervisor/manager, and other staff members at all times.
• Strong project management and organizational skills.
• Comfortability with proactive and frequent contact with students and other stakeholders face-to-face and via phone, email, text/chat, and virtual meetings.
• Ability to recognize and deal with priorities; recognize and perform duties not directly assigned; assist others as needed.
• Ability to learn new things and keep up with the pace of changing technology.
• Ability to investigate, problem solve, and take corrective action.
• Maintain a positive and professional image.
• Tactfully handle difficult situations and maintain composure under pressure.
• Seek guidance and direction as necessary for performance of duties.
• Ability to use good judgment and make informed decisions.

Nice To Haves

• Previous administrative experience within higher education.

Responsibilities

• Responsible for the functional organization and independent project management of all study abroad, exchange program, GAETZ, Continuing Education, Summer Program, Project GO, and Embry-Riddle Language Institute communications and process documentation/ improvements each semester. Duties include establishing an operational calendar for all programs, communicating with campus partners regarding timelines and processes, designing and promulgating student and internal communications, ensuring grade collection and student standing updates, answering questions and advising students of procedures and policies, regularly auditing student records for compliance purposes, mitigating deficiencies with corrective action plans and drafting business processes and policies that lead to successful program management practices. In coordination with records specialists, processes course add, drop and withdrawals.
• Manage the readmission process for students who have been academically or judiciously suspended from the University. Counsel and communicate with each student regarding the readmission process and advise them of all deadlines and required documentation. Prepare and present student record documentation for review by the Senate Committee of Academic Standards & Admissions. Must have an in-depth understanding of academic rules and regulations pertaining to suspended students to assist the committee in their deliberations. Prepare the minutes of the committee's recommendations to present them to the VP for Academic Affairs. Prepare the letters for the VP's signature. Maintain all data and business processes related to the readmission process in Campus Solutions. Monitor readmission contingencies placed on readmitted students by the committee.
• Oversee and supervise all student assistants, as well as manage the cross-training and rotation program. Includes interviewing and hiring all student employees, assigning tasks and directing work, approving timecards, performance evaluations, corrective action and terminations, complaints, and resolution.
• Respond to DB Admin inbox emails, direct emails, Call Center escalations, and Teams channels as necessary for job duties
• Responsible for counseling appropriate students and personnel on individual student record matters. Requires a broad base knowledge of all procedures and policies, i.e. registrations, grades, matriculation, and transcripts.
• Provide administrative support to the Senior Associate Registrar, including the development of communications, annual reports and office assessments.
• Analyze student records, system processes, and document outcomes from system testing and integration strategies for PeopleSoft Student Information System and other registrar applications.
• Audit university-wide student records to identify discrepancies and collaborate with supervisor to achieve resolution; assist with graduation auditing at end-of-term by independently verifying student completion requirements.
• Archive, retrieve, and interpret student record information from University Imaging System.
• Perform other duties for the department as needed.

Benefits

• Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health—because your journey to wellness should be rewarding!
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.
• Generous Time Off: Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level