Academic Program Coordinator, Department of English

Penn State University; Ferguson Township (PA); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Benefits package

Job summary

Penn State University’s College of the Liberal Arts seeks an Academic Program Coordinator for the Department of English to support graduate programs from recruitment through graduation. This role serves as the primary contact for inquiries, manages budgets and data, maintains the program website, and coordinates student recruitment efforts.

Responsibilities include onboarding graduate students, processing assistantships/fellowships, and ensuring degree requirements are met.

Qualifications

• Excellent attention to detail and accuracy.
• Excellent interpersonal skills with a commitment to high-level customer service.
• Ability to manage multiple priorities with strong organizational and problem-solving abilities.
• Clear verbal and written communication skills; proficient in MS Office 365.

Responsibilities

• Serve as primary department contact for program inquiries and assist students and instructors.
• Respond to inquiries from prospective students.
• Monitor program budget and generate financial reports.
• Create and maintain databases; compile data and prepare reports for leadership.
• Update and maintain the graduate program website.
• Coordinate recruitment, travel, and reimbursements for recruitment visits.
• Assist with onboarding and personnel documentation for new graduate students.
• Enter GA/ fellowship data into University Systems and review graduation eligibility.
• Process exam requests and administer doctoral exams; liaise with the Graduate School.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Communication skills

Education

Associate degree

GED or HS diploma

Tools

Excel

Outlook

Word

Job description

POSITION SPECIFICS

Join the College of the Liberal Arts as an Academic Program Coordinator to provide key administrative support and serve as the primary point of contact for the graduate programs within the Department of English. The Academic Program Coordinator plays an important role in supporting graduate student success and ensuring the smooth administration of the department's graduate programs from recruitment through graduation.

• Serve as primary department contact for program inquiries; assist students and instructors with questions.
• Respond to inquiries from prospective students.
• Monitor program budget including tracking student assistantships/fellowships and expenditures and generating financial reports.
• Create and maintain databases; compile academic data and prepare reports for departmental leadership related to enrollment data, student progress and experience, and accreditation information.
• Provide support to department directors (e.g., running reports, assisting with student inquiries and correspondence).
• Update and maintain graduate program website.
• Manage student recruitment and retention efforts (e.g., scheduling Zoom meetings, coordinating travel and reimbursements for recruitment visits).
• Coordinate scholarship, assistantship, and fellowship data and funds; compile award thank you letters to notify donors of spending, and monitor graduate program expenses.
• Assist incoming graduate students with onboarding and personnel documentation.
• Prepare, organize, and enter graduate assistantships and fellowships into University Systems.
• Review graduation eligible students to make sure student milestones, trainings, and all degree requirements are met.
• Process exam requests, administer doctoral exams (and act as liaison with the Graduate School and other university offices).
• Support registration and record‑keeping for independent study and controlled courses.
• Monitor graduate student enrollments.
• Responsible for student communication letters and maintain listservs.
• The Academic Program Coordinator will also be responsible for coordinating student‑related virtual and in‑person events, such as Graduate Student Recruitment.
• Serving as a back‑up to other members of the Department of English and administrative teams to ensure adequate coverage will also occur as needed.
• The Academic Program Coordinator will work both independently, as well as collaborate/have support of their team when completing the position’s responsibilities.

Important Note: This position requires a flexible schedule to work infrequent weekends or evenings to support departmental events.

QUALIFICATIONS

• Outstanding attention to detail and accuracy
• Excellent interpersonal skills; driven to provide high‑level customer service
• Effective organizational and problem‑solving skills, with the ability to manage multiple priorities simultaneously.
• Effective communication (both verbal and written) skills
• Proficiency in Microsoft Office 365, particularly Excel for data tracking and reporting, Outlook for communication and scheduling, and Word for document preparation

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

• If filled as Academic Program Coordinator - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
• If filled as Academic Program Coordinator - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience Required Certifications: None

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

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 - $64,668.00.

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.

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• 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.

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