Academic Program Coordinator

Penn State University; University Park (TX); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Full benefits package

Job summary

Penn State University seeks an Academic Program Coordinator in University Park to provide comprehensive administrative and program support for undergraduate programs. You will work with students, faculty, staff, alumni, and partners, ensuring smooth operations of departmental activities and advising processes.

Responsibilities include maintaining student records, coordinating course offerings, arranging exams, supporting scholarships, and managing communications.

Qualifications

• Strong organizational and communication skills for handling multiple tasks.
• Ability to manage competing priorities with attention to detail.
• Experience handling confidential student information and FERPA awareness.
• Familiarity with university processes and student records is a plus.

Responsibilities

• Provide comprehensive administrative and program support for undergraduate programs.
• Maintain student records, assign academic advisers, and manage course-related data.
• Coordinate course offerings, room bookings, and department communications.
• Support recruitment, scholarships, events, and departmental outreach activities.
• Act as primary contact for students, alumni, and external contacts seeking information.

Skills

Organizational skills

Communication

Customer service

Multitasking

Education

GED/HS

Job description

Position specifics

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

Responsibilities include:

• Create and maintain undergraduate student records for all majors and minors within the Department of Ecosystem Science and Management 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 for majors, options, and minors; and ensure compliance with FERPA requirements.
• Maintain undergraduate student databases and prepare enrollment, graduation, and other academic reports.
• Support undergraduate scholarship activities, including preparing information for the Scholarship Committee, tracking student donor thank‑you letters, and maintaining related records.
• Serve as a primary point of contact for students, prospective students, alumni, visitors, and other external contacts seeking assistance or information about departmental programs.
• Respond to student questions and provide guidance regarding 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 offices throughout the College and University to resolve course scheduling, registration, and student‑related matters.
• Coordinate the department's course offering process, including building future semester course offerings, obtaining appropriate course 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 within the Forest Resources Building and across campus. Serve as a departmental point of contact for events held within the building.
• Maintain and distribute communications to undergraduate students through departmental listservs and email.
• Assist with departmental communications and outreach by maintaining social media platforms, developing and sharing content highlighting departmental programs and accomplishments, managing the atrium digital display, and assisting with photographs and other media.
• Support student organizations associated with the department.
• Assist with undergraduate recruitment activities by coordinating meetings with prospective students, maintaining recruitment materials, preparing admissions‑related correspondence using Slate, maintaining prospective and admitted student information, and serving as a liaison with the College of Agricultural Sciences Office for Undergraduate Education.
• Assist with the planning and coordination of 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 regarding departmental, College, and University policies and procedures.
• Perform other duties as assigned in support of the department's academic programs and operations.

Work arrangement

This position will require full-time on-site work during the initial six-month training period. Following successful completion of the training period, the position may be eligible for a hybrid work arrangement, consistent with university policy and departmental needs.

Required qualifications

The successful candidate will demonstrate strong organizational, communication, and customer‑service skills and the ability to manage multiple priorities while working collaboratively with students, faculty, staff, and University partners. Attention to detail and the ability to handle confidential student information appropriately are essential for this position.

Minimum education, work experience & required certifications

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience Required Certifications: None

Background checks/clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

Salary & benefits

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well‑being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

Campus security crime statistics

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO is the law

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.