Admissions and Academic Program Coordinator, School of Music

The Pennsylvania State University; State College (Centre County); On-site; USD 41,000 - 59,000; Full time

Job summary

The Pennsylvania State University seeks an Admissions and Academic Program Coordinator in the School of Music to support undergraduate recruitment, student success, and academic operations. You will guide students from audition through graduation and coordinate enrollment, records, and scheduling.

Responsibilities include managing enrollment, SRTE evaluations, course scheduling, and collaboration with Registrar and other offices. A collaborative, service-oriented approach is essential.

Qualifications

• GED or High School diploma with 2+ years relevant experience.
• Strong proficiency in Microsoft Office 365, especially Excel.
• Excellent organizational and multitasking abilities.
• Effective written and verbal communication; customer service mindset.
• Ability to handle confidential information with discretion.
• Collaborative team player.

Responsibilities

• Support undergraduate program administration for 300+ students.
• Maintain confidential student records and guidance to students, families, faculty, and departments.
• Manage enrollment activities and course registration, SRTE evaluations, and program stats.
• Coordinate scheduling via LionPATH and 25Live; resolve scheduling conflicts.
• Assist with curriculum administration and new course implementation.

Skills

MS Office

Organizational

Communication

Customer service

Teamwork

Discretion

Interpersonal skills

Education

GED or HS + 2+ years experience

Tools

LionPATH

25Live by CollegeNET

University systems

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.

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.

Preferred 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 Required Certifications: None

Background Checks / Clearances

This position requires the following clearances in addition to applicable background checks: 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.

• Comprehensive medical, dental, and vision coverage.


• Robust retirement plans.


• Substantial paid time off including holidays, vacation, and sick time.


• 75% tuition discount available to employees and eligible spouses and children.

Other Information

Salary Structure - Information on Penn State's salary structure.
The College of the Arts and Architecture 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.

EEO Statement

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.