Academic Program Coordinator, Department of English

Penn State University; State College (Centre County); On-site; USD 52,000 - 76,000; Full time

Job summary

Penn State University is seeking an Academic Program Coordinator in the College of the Liberal Arts, Department of English, to provide essential administrative support for graduate programs.

You will serve as the main contact for inquiries, manage budgets and data, support leadership, and help recruit and onboard graduate students. Strong organizational and communication skills are required.

Qualifications

• Exceptional attention to detail and accuracy.
• Excellent interpersonal and customer service skills.
• Strong organizational and problem-solving abilities, able to juggle priorities.
• Effective written and verbal communication.
• Proficiency in Excel for data tracking and reporting, Outlook for scheduling.

Responsibilities

• Serve as primary department contact for program inquiries and assist students and instructors.
• Respond to inquiries from prospective students.
• Monitor program budget including tracking assistantships/fellowships and expenditures.
• Create and maintain databases; compile academic data and prepare reports for leadership.
• Support department directors by generating reports and handling correspondence.
• Maintain the graduate program website and manage student recruitment activities.
• Coordinate scholarship, assistantship and fellowship data; track expenses.
• Assist incoming graduate students with onboarding and paperwork.
• Enter graduate assistantships and fellowships into University Systems.
• Review graduation milestones and degree requirements.
• Process exam requests and administer doctoral exams; liaise with Graduate School.
• Support registration and record-keeping for independent study and controlled courses.
• Monitor graduate student enrollments and communications.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Verbal and written communication

Microsoft Office 365 (Excel, Outlook,-

Education

Associate Degree

GED or HS 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 .

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.

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.

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

Important Note : In accordance with College guidelines, this position requires a minimum of three da