Admissions and Academic Program Coordinator, School of Music

Penn State University; Ferguson Township (PA); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount 75%

Competitive benefits package

Retirement plans

Job summary

The School of Music at Penn State University is seeking an admissions and academic program coordinator to support undergraduate recruitment, student success, and academic operations. This role guides audition and enrollment processes, maintains student records, and coordinates scheduling across the school.

Working closely with students, families, faculty, and university partners, you will manage auditions, enrollment, scheduling, and scholarship administrative tasks for 300+ undergraduates and

Qualifications

• Proficiency in Microsoft Office 365, including Excel or equivalent spreadsheet software.
• Outstanding organizational skills with the ability to manage multiple projects and priorities.
• Effective written and verbal communication skills, with the ability to convey information clearly across formats.
• Commitment to teamwork and service-oriented work environment.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate undergraduate and admissions activities, including audition scheduling and enrollment.
• Maintain confidential student records and support course registration and scheduling.
• Monitor academic records and reporting through University systems (LionPATH).
• Support scholarship administration and related financial transactions.
• Collaborate with offices, faculty and partners on curriculum administration and scheduling.

Skills

Microsoft Office 365

Excel

Data analysis

Communication

Teamwork

Education

GED or HS diploma

Tools

LionPATH

25Live by CollegeNET

Job description

POSITION SPECIFICS

The School of Music is seeking a collaborative, detail-oriented administrative professional to serve as an Admissions and Academic Program Coordinator, a key role supporting undergraduate recruitment, student success, and academic operations. As a central member of the School's administrative team, this position guides prospective and current students through critical stages of their academic experience, from audition and admission through graduation. Working closely with students, families, faculty, and University partners, the Admissions and Academic Program Coordinator manages a broad range of responsibilities, including audition coordination, student records and enrollment processes, undergraduate academic scheduling, and classroom management. Supporting more than 300 undergraduate students and approximately 55 faculty members, this position also provides administrative oversight for scholarship processes, financial transaction support, and other operational functions essential to the School's success.

Responsibilities include but are not limited to:

Undergraduate Coordinator

Support the Undergraduate Assistant Director in administering undergraduate music programs serving more than 300 students. Maintain confidential student records and provide information and guidance to students, parents, faculty, other departments, and external constituents. Manage student enrollment activities, including department-controlled course registration, drop/add processing, music minor enrollment, and resolution of complex enrollment issues in collaboration with the Registrar's Office. Monitor and maintain academic records and reporting through University systems, including LionPATH, and coordinate administration of Student Rating of Teaching Effectiveness (SRTE) evaluations and other program statistics. Review student records to verify completion of graduation requirements. Manage a complex academic scheduling operation supporting approximately 420 course offerings during each fall and spring semester and 15 summer courses. Coordinate course scheduling and classroom assignments through LionPATH and 25Live by CollegeNET, including course setup, space assignments, course controls, exam scheduling, and resolution of scheduling conflicts. Collaborate with University offices and faculty to support curriculum administration and implementation of new courses.

Admissions Coordinator

Collaborate with School of Music, College, and University recruitment partners to support undergraduate recruitment and admissions efforts. Serve as a primary point of contact for prospective students, current students, families, counselors, and visitors by providing guidance on admissions, enrollment, and onboarding processes. Coordinate and manage undergraduate and graduate audition activities, including scheduling, communications, faculty participation, remote audition processes, and collection of audition results and evaluations. Represent the School of Music at recruitment, enrollment, and outreach events, including information sessions, campus visit programs, and college fairs. Prepare scholarship offer letters, track scholarship acceptances, and support scholarship administration in collaboration with the Administrative Support Manager.

Other Duties

Serve as a Finance One Stop (OST) Initiator for faculty travel by collecting required documentation, submitting ServiceNow tickets, and coordinating follow-up as needed. Provide general administrative support such as key distribution and general questions.

LionPATH referenced above is Penn State's student information system and 25Live by CollegeNET is Penn State's room scheduling system.

Qualifications

Required Qualifications: Proficiency in Microsoft Office 365, including Excel or equivalent spreadsheet software, with the ability to manage, analyze, and interpret complex datasets and reports. Outstanding organizational skills, with the ability to manage multiple projects and priorities simultaneously. Effective written and verbal communication skills, with the ability to convey information clearly across a range of formats. Commitment to working collaboratively as part of a team and contributing to a positive, service-oriented work environment. Excellent interpersonal skills; driven to provide high-quality customer service. Inclusive and respectful when working with others.

It is also preferred that candidates have one or more of the following qualifications: Knowledge of music or other arts' higher education curriculum or recruitment/admissions processes. Demonstrated administrative experience in a higher education or academic setting. Ability to work effectively in a fast-paced environment while handling sensitive and confidential information with discretion.

Minimum Education, Work Experience & Required Certifications

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience.

Background Checks/Clearances

PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. 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 - $58,836.00.

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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