Academic Program Coordinator, Department of English

Penn State University; University Park (TX); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Competitive benefits package

Paid time off

Job summary

Penn State University in University Park is seeking an Academic Program Coordinator to provide essential administrative support to the English department's graduate programs.

The role focuses on data management, budget monitoring, recruitment activities, and coordination of graduate student onboarding and events, with some on-site requirements and occasional after-hours work as needed.

Qualifications

• Outstanding attention to detail and accuracy.
• Excellent interpersonal and customer service skills.
• Strong organizational and problem-solving abilities.
• Effective written and verbal communication.
• Proficiency in Microsoft Office 365 for data tracking and reporting.

Responsibilities

• Serve as primary department contact for program inquiries and aid students and instructors.
• Respond to inquiries from prospective students and monitor enrollment statistics.
• Monitor program budget and track assistantships/fellowships and expenditures.
• Create and maintain databases and generate reports for leadership.
• Support graduate directors with reporting and website updates.
• Coordinate student recruitment, travel, and reimbursements for visits.
• Coordinate scholarship and fellowship data and monitor expenses.
• Assist onboarding of new graduate students and enter assistantships/fellowships into systems.
• Review graduation eligibility and ensure degree requirements are met.
• Process exam requests and coordinate with Graduate School and others.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Communication

MS Office 365

Education

Associate Degree with 4+ years experience

GED or HS with 2+ years experience

Tools

Excel

Outlook

Word

Job description

Academic Program Coordinator

Join the College of the Liberal Arts as a 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.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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 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: 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.

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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