Programs Coordinator

Philadelphia College of Osteopathic Medicine; Philadelphia (Philadelphia County); On-site; USD 37,000 - 45,000; Full time

Job summary

Philadelphia College of Osteopathic Medicine is seeking a Programs Coordinator to provide comprehensive administrative, academic, and operational coordination for graduate programs in School Psychology and Counseling. You will collaborate with students, program directors, the Dean, and other offices to support effective administration and day-to-day operations.

The role involves accreditation coordination, course scheduling, payroll liaison, and maintaining program databases.

Qualifications

• Bachelor's degree required; Master's preferred.
• Minimum two years of administrative experience in higher education or equivalent.
• Strong written and verbal communication skills; attention to detail.

Responsibilities

• Administratively coordinate School Psychology and Counseling graduate programs, including MS, EdS, PsyD, PhD, and certificates.
• Assist with accreditation applications and documentation (NASP, APA, CACREP) and maintain program databases.
• Coordinate program schedules, payroll information, course sequencing, room bookings, and syllabi databases.
• Manage testing materials inventory, assess distribution for terms, and liaise with instructors.
• Assist Registrar with grades, audits, and documentation for BCBA certificates.
• Support website updates, onboarding programs, handbooks, and catalog content.
• Operate Blackboard, ExamSoft, and other academic systems; provide student and faculty support.

Skills

Communication

Customer service

Multitasking

Initiative

Problem solving

Business writing

Education

Bachelor's degree

Master's degree

Tools

Microsoft Office

Job description

Job Title:

Programs Coordinator

Department:

Administrative Operations (Angelika Weakland)

FLSA:

United States of America (Exempt)

Location:

Philadelphia Campus

JOB SUMMARY:

The Program Coordinator provides comprehensive administrative, academic, and operational coordination for graduate programs in School Psychology and Counseling. Working collaboratively with students, program directors, faculty, the Dean, and other institutional offices, the Coordinator supports the effective administration, continuous improvement, and day-to-day operations of the assigned graduate programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responsible, in collaboration with the School Psychology Department Chair, for the general administration of School Psychology MS, EdS, PsyD, PhD and certificate programs. Responsible, in collaboration with the Counseling Department Chair, for the general administration of the MS in Mental Health Counseling program.
• Collaborate with Chair of School Psychology Department, program directors, and Dir. of Administrative Operations (DAO) on School Psychology Programs' NASP, APA, and BCBA accreditation and designation applications. Collaborate with Chair of Counseling Department and DAO on Mental Health Counseling program's CACREP accreditation application/documentation. Develop and maintain program databases that will assist with submission of accreditation and designation applications and on-going reporting.
• In collaboration with Program Directors/Chairs, coordinate School Psychology and Counseling programs schedules: confirm faculty teaching assignments and provide information to DAO to prepare payroll; ensure courses are taught in proper sequence; ensure equal distribution of students assigned to various sections of a class; ensure prerequisite course requirements are noted; coordinate with Registrar's Office for classroom assignments; submit room set-up requests; maintain database of course syllabi; collect book orders, provide faculty with desk copies, and post selections to book vendor site; and other tasks related to the daily operation of the programs.
• Manage School Psychology and Counseling testing materials inventory: place orders in consultation with School Psychology and Counseling Program Directors/Chairs/assessment instructors, implement storage system, oversee lending process and ensure that all materials are returned in appropriate condition or are compensated for. Prepare the resources for each term of the Assessment Series (fall, spring), maintain close contact with assessment instructors (core and adjunct faculty), ensure that all materials are ready for distribution for the appropriate term.
• Assist Registrar's Office in obtaining final course grades and updating incomplete grades, and process change of grade requests for School Psychology and Counseling programs. Provide necessary documentation to the Registrar for completion of BCBA certificate.
• Provide Registrar with on-going list of students required to take foundation and prerequisite coursework and/or approved for waivers and audits. Work with all Program Directors/Chairs to ensure that all appropriate documentation is submitted to the Registrar's Office for any transferred course work, waivers and audits, as well as any other special circumstances regarding a student's course-load.
• Collaborate with Program Directors/Chairs to develop and maintain Mental Health Counseling and School MS, Ed.S., Psy.D., Ph.D. and certificate programs' databases that track students' progress through the programs, including foundation and prerequisite coursework, waivers, and audits.
• Assist DAO in development and coordination of new student orientation programs for all SPAP programs. Facilitate communication of orientation schedule/requirements to all incoming School Psychology and Counseling students.
• Collaborate with School Psychology and Counseling Program Director/Chairs to update and maintain School Psychology and Counseling student handbooks and College Catalog.
• Coordinate all School Psychology Comprehensive Exam materials from faculty and input all test material into ExamSoft and send to School Psychology Director of Research. Manipulate file for Comp Exam and proctor comprehensive exams as needed.
• Act as Blackboard Administrator for School Psychology and Counseling programs: post relevant information for courses to Blackboard; provide support for online certificate students. Provide additional support for all School Psychology and Counseling students with regard to Blackboard use, as well as adjunct instructors. Make each course 'available' in Blackboard each term.
• Track the smartsheet submissions process for final dissertations and update student database accordingly. Review final copies for format and for posting to Digital Commons.
• Assist DAO in updating website content. Gather necessary data from Program Directors/Chairs or other faculty and collaborate with Marketing and IT to post updates for all School Psychology and Counseling programs.
• Manage School Psychology and Counseling department credit card purchases using PCOM-issued credit card, and process all monthly expenses in WorkDay.
• Act as RedCap/Survey Monkey survey development resource for the School Psychology and Counseling programs. Disseminate instructor/course evaluations to students and Counselor Disposition evaluations to faculty every term.
• Collaborate with the Legal department, Directors of Clinical Training in School Psychology and Counseling, and the Coordinator of Recruitment & Technology in the processing of MOUs, affiliation agreements, and other contracts in iContracts.
• Participate in cross-training with other administrative and program staff to develop a broad understanding of school-wide policies, procedures, systems, and operations. Provide backup coverage and support for other staff as needed to ensure continuity of services, effective workflow, and consistent operations across the School.
• Other tasks as delegated by the Dean, Department Chair, Program Directors, or Director of Administrative Operations (DOA).

REQUIRED SKILLS AND EXPERIENCE:

• Candidate must possess strong written and verbal communication skills to interface with faculty, staff, and current and prospective students.
• Must have strong student service orientation and be able to answer telephone calls and emails in a professional, courteous, and effective manner.
• Must be able to work independently and have a strong sense of task ownership and sense of urgency in serving the needs of students, faculty, or staff as needed.
• Must be effective and efficient in carrying out all tasks.
• Must possess strong initiative and problem-solving skills.
• Candidate will be able to articulate and present program information in recruiting capacity.
• Must possess strong technical computer skills, including proficiency in Microsoft Office.
• Must possess a professional demeanor and be able to manage multiple tasks in a fast-paced environment.
• Must be detail-oriented, have strong organization skills, and follow through on commitments.
• Candidate must possess effective business writing skills; creative writing skills for assistance with website content/CE promotional materials preferred.

EDUCATION AND CERTIFICATIONS:

• Bachelor's degree required, Master's degree highly preferred.
• Minimum two years experience in an administrative position required. Experience working in higher education is strongly preferred.
• No Board Certification or Board Eligibility is required.

Starting Salary: $41,000

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.