Admissions and Academic Program Coordinator, School of Music

Penn State University; University Park (TX); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Retirement plans

Paid time off

75% tuition discount

Job summary

Penn State University in University Park is seeking an Admissions and Academic Program Coordinator to support undergraduate recruitment, student success, and academic operations. You will guide students from audition to graduation, manage enrollment processes, and oversee scheduling for hundreds of courses.

Responsibilities include coordinating auditions, maintaining confidential student records, collaborating with offices, and supporting scholarship administration.

Qualifications

• Proficiency in Microsoft Office 365, including Excel or equivalent spreadsheet software.
• Strong organizational skills with ability to manage multiple projects.
• Excellent written and verbal communication across formats.
• Collaborative, service-oriented team player with interpersonal skills.
• Inclusive and respectful when working with others.
• Preferred: knowledge of music or arts higher education curricula; prior higher education admin experience.
• Ability to handle sensitive information with discretion.

Responsibilities

• Support undergraduate music programs serving more than 300 students.
• Maintain confidential student records and guide students and families.
• Manage enrollment activities, course registration, minor enrollment, and issues with Registrar's Office.
• Monitor records and reporting through LionPATH and coordinate SRTE evaluations.
• Review records to verify graduation requirements.
• Manage scheduling for around 420 courses per fall/spring and 15 summer courses.
• Coordinate scheduling and classrooms via LionPATH and 25Live; handle conflicts.
• Collaborate with offices to support curriculum administration and new courses.
• Coordinate recruitment and admissions activities; be primary contact for applicants.
• Manage audition activities for undergrad and grad; coordination and results.
• Represent the School at events and assist with outreach and scholarships.
• Serve as Finance One Stop initiator for faculty travel; process documents and tickets.
• Provide general administrative support as needed.

Skills

MS Office 365

Excel

Organizational skills

Written and verbal communication

Team collaboration

Customer service

Interpersonal skills

Inclusive work style

Education

GED or HS diploma

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 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 Required Certifications: None

Important Application Instructions

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

Additional Information

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.

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.

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.

• comprehensive medical coverage
• comprehensive dental coverage
• comprehensive vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• generous 75% tuition discount, available to employees as well as eligible spouses and children

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.