Academic Program Coordinator, Department of English

Pennsylvania State University; State College (Centre County); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Pennsylvania State University invites applications for an Academic Program Coordinator in the College of the Liberal Arts. You will provide essential administrative support to the Department of English graduate programs, act as primary contact for inquiries, manage budgets, and prepare reports on enrollment and accreditation.

The role requires attention to detail, strong communication, and proficiency with MS Office.

Qualifications

• Associate Degree with 4+ years of relevant experience or equivalent.
• GED or HS diploma with 2+ years of relevant experience.
• No required certifications.

Responsibilities

• Serve as primary department contact for program inquiries; assist students and instructors with questions.
• Respond to inquiries from prospective students and monitor program activities.
• Monitor program budget including tracking assistantships/fellowships and expenditures.
• Create and maintain databases; generate reports on enrollment data, progress, and accreditation.
• Support department directors with reports, inquiries, and website updates.
• Coordinate scholarship, assistantship, and fellowship data and funds; notify donors of spending.
• Assist onboarding of new graduate students and enter GA/GA fellowship data into university systems.
• Review graduation-eligible students to ensure milestones and degree requirements are met.
• Process exam requests, administer doctoral exams, and liaise with Graduate School and other offices.
• Support registration and record-keeping for independent study and controlled courses.
• Maintain student communication letters and listservs; coordinate graduate events.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Problem-solving

Communication skills

Education

Associate Degree

GED or High School Diploma

Tools

Microsoft Office 365

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.

Responsibilities include but are not limited to:

• 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 Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf 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 experienceRequired Certifications:None

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

Additional Information:

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Important Note: In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location.

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. 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.