Academic Program Coordinator - Senior Support

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

Benefits offered by this job

75% tuition discount

Comprehensive benefits package

Generous time off

Job summary

Penn State seeks an experienced Academic Program Coordinator to manage day-to-day operations of the graduate program in Biochemistry and Molecular Biology. The role includes admissions support, file maintenance, budgeting, recruitment events, and coordinating graduate funding.

The candidate will work with the Graduate Education team, use LionPATH and other systems, ensure accuracy and compliance, onboard new students, and handle travel reimbursements, scholarships, and appointments.

Qualifications

• Associate degree and 4+ years of relevant experience; or GED/HS with 2+ years of relevant experience.
• Experience with graduate programs is a plus.
• Proficiency with MS Office 365 and related administrative systems.

Responsibilities

• Manage day-to-day administrative duties for the graduate program.
• Assemble and maintain confidential graduate files.
• Enter and retrieve admissions data in LionPATH and related systems.
• Onboard incoming graduate students and monitor degree requirements.
• Coordinate recruitment events and communicate with prospective students.
• Monitor budgets and process travel reimbursements and stipends.

Skills

Organization

Communication

Detail-oriented

Customer service

Team collaboration

Education

Associate degree + 4+ years experience

GED or HS + 2+ years experience

Tools

SIMBA

GRADS

WorkLion

CANVAS

iTWO

CollegeNet

LionPATH

Office 365

Job description

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.

POSITION SPECIFICS

The Department of Biochemistry and Molecular Biology in the Eberly College of Science seeks an experienced administrative professional to apply for the position of Academic Program Coordinator, which includes the position of Graduate Program Coordinator. This position will report to the Administrative Support Manager. As the Graduate Program Coordinator, they will work closely with the Associate Head of Graduate Education and Director of Graduate Affairs.

Primary responsibilities include, but are not limited to:

• Being responsible for the day-to-day administrative duties related to the graduate program
• Assemble and maintain confidential graduate files
• Utilize LionPATH to enter and retrieve information for admissions, drop/add, instructional information, audits, transcripts, etc.
• Responsible for on boarding of incoming graduate students
• Monitor degree requirements for Biochemistry, Microbiology and Molecular Biology (BMMB) students
• Responsible to the Recruiting Committee for sending information and responding to questions regarding the BMMB program
• Monitoring all materials received from prospective students
• Maintaining information on the GRADS system
• Coordinating arrangements for prospective student visits
• Sending acceptance/rejection follow-up letters
• Using spreadsheets for compiling information on applicants for Committee review
• Coordinate graduate funding allocations which includes keeping accurate budget records of multiple funds
• Prepare, approve, and submit graduate scholarships and appointments each semester
• Coordinate all recruitment events along with program director
• Budget monitoring which includes making sure the program runs within budget along with processing travel reimbursements and travel awards for graduate students (current and prospective)

Must have excellent computer skills and have experience with systems including SIMBA, GRADS, Worklion, CANVAS, iTWO, CollegeNet, and LionPATH is preferred and be proficient with Office 365.

Candidates for consideration will exhibit excellent interpersonal, verbal, and written communication skills, and demonstrated conscientious attention to detail and organization.

The successful candidate must have: a strong commitment to diversity, equity, respect, and inclusion, be highly motivated, exhibit a high level of professionalism, and a dedication to exceptional customer service.

Consistent high quality and thorough work is critical and must be able to work with minimal supervision and exercise discretion and independent judgment. This position requires in-depth knowledge about The Graduate School and graduate student records.

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 experienceRequired 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 - $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.

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