Academic Programs Coordinator

Boise State University; Boise (ID); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

12 paid holidays

12-24 vacation days

ORP retirement plan contributions

PERSI retirement plan contributions

Medical and dental insurance

Tuition waiver benefits

Job summary

Boise State University in Boise, Idaho seeks an administrative professional to coordinate complex academic program elements within the Mechanical and Biomedical Engineering Department. You will collaborate with students, faculty and other departments to ensure smooth operations and successful outcomes.

The role emphasizes scheduling, reporting, curriculum changes, and liaison activities to support undergraduate programs while maintaining records and driving process improvements.

Qualifications

• Ability to clearly document processes and develop SOPs.
• Ability to work independently and use reference manuals to develop proficiency with software or computer systems.
• Strong written and verbal communication skills for presentation of results.
• Good interpersonal skills and collaboration abilities.
• Excellent time management and ability to handle multiple deadlines.
• Adaptability to evolving technology and openness to AI tools.
• Solution-oriented troubleshooting and issue identification.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate complex academic program elements with students, faculty and departments.
• Create and manage department course schedules each semester and process changes.
• Analyze data and generate reports (enrollment, certificates, minors).
• Promote undergrad programs and support student services and events.
• Maintain student records and support admission to upper-division processes.
• Liaise with COEN advising and CATs; support committees and program assessment.

Skills

SOP documentation

Independent work

Written and verbal communication

Interpersonal skills

Time management

AI tools awareness

Team collaboration

Discretion with confidential info

Education

Bachelor’s Degree and 2 years of professional experience or equivalent

Job description

Job Summary/Basic Function:

This position has administrative responsibility for coordination of complex academic program elements requiring collaboration with students, faculty, and other departments and programs.

Department Overview:

In the Department of Mechanical and Biomedical Engineering (MBE), innovation and collaboration shape our work. We prepare future engineers through high-impact research, hands-on learning, and a commitment to teaching excellence. As part of our team, you’ll help empower students to make a meaningful impact in the world of engineering.

Level Scope:

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Essential Functions:

Program Coordination (75%)

• Process student and adjunct faculty hiring requests, coordinate onboarding activities, and troubleshoot payroll issues
• Create the department course schedule each semester and process schedule changes
• Analyze data, generate or assist with, and disseminate periodic reports (monthly and semester) such as undergraduate enrollment, enrollment for the department-owned certificates and minors, etc.
• Manage the Mechanical Engineering admission to upper-division process
• Initiate and manage undergraduate program curriculum changes
• Participate in and provide support to the department's undergraduate and student affairs committees
• Serve as a liaison between the department and the COEN advising team
• Support assessment activities in collaboration with the department manager and curriculum action teams (CATs)
• Maintain undergraduate student files/records
• Provide administrative support for the Mechanical and Biomedical Engineering Department
• Oversee the textbook adoption process

Program Promotion and Student Support (20%)

• Recruit and train graders and peer educators
• Manage department social activities (graduation celebrations and other student-facing activities)
• Coordinate the department seminar series
• Maintain the department website in collaboration with the business operations coordinator and department manager
• Create channels to communicate important updates and events to students, including updating the announcement board
• Support the Mechanical Engineering Student Advisory Board (SAB)
• Create promotional or marketing materials for the undergraduate program

Other Duties or Projects as Assigned (5%)

• Plan and execute assigned projects for academic operations within the Mechanical and Biomedical Engineering Department
• Perform other duties as assigned

Knowledge, Skills, Abilities:

• Ability to clearly document processes and develop, maintain, and follow standard operating procedures (SOPs).
• Ability to work independently and use reference manuals to develop proficiency with software or computer systems.
• Good organizational, written, and verbal communication skills in the preparation and presentation of results.
• Good interpersonal skills
• Ability to effectively prioritize and work on multiple tasks with concurrent deadlines and demonstrate excellent time management skills and efficiency.
• Adaptability to evolving technology, including openness to learning and using appropriate AI tools, and initiative in identifying ways to improve processes.
• A resourceful, solution-oriented approach to troubleshooting, including the ability to identify issues, explore solutions, and seek support when needed.
• Ability to contribute to a collaborative and supportive team environment by sharing information, communicating openly, and offering and accepting assistance.
• Ability to handle confidential and sensitive information with discretion and in accordance with applicable policies and procedures.

Minimum Qualifications:

• Bachelor’s Degree and 2 years of professional experience or equivalent relevant experience.

Preferred Qualifications:

• Experience with academic program course scheduling and coordination
• Strong communication skills and a commitment to responsive, student-centered support
• Excellent organizational and time-management skills, with the ability to manage disruptions and competing priorities
• Experience planning events and coordinating projects.
• Knowledge of university systems for academic reporting or student records management
• Proficiency in designing promotional materials for academic programs, including website content management

Salary and Benefits:

Salary range is $49,732.80 to $53,892.80 annually and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):

• 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service
• 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees)
• 11.96% University contribution to your PERSI retirement fund (Classified employees)
• Excellent medical, dental and other health-related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents
• See our full benefits page for more information!

Required Application Materials:

Cover letter and resume

About Us:

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/