Undergraduate Program Coordinator

University of Minnesota; Saint Paul (MN); Hybrid; USD 58,000 - 67,000; Full time

Benefits offered by this job

Tuition benefits

Strong retirement plans

Employee wellbeing program

Transit assistance

Job summary

University of Minnesota is seeking an Undergraduate Program Coordinator to support undergraduate degree programs in CCAPS. This hybrid role serves as the primary technical resource for staff and faculty on undergraduate academic matters, and to manage the student lifecycle from admission to degree clearance.

Key responsibilities include coordinating student records, advising support, and program governance, with emphasis on retention and efficient processes.

Qualifications

• BA/BS degree with 4+ years of relevant experience or Master’s with 2+ years.
• Ability to resolve varied technical problems via creative workarounds.
• Experience collaborating with cross-functional teams or committees.
• Experience administering student-facing programs (academic advising/records).
• Ability to manage complex workloads with schedules and clear deliverables.

Responsibilities

• Maintain undergraduate student records to ensure graduation requirements.
• Communicate with admitted and current students about program updates.
• Coordinate services to promote undergraduate academic success and engagement.
• Support advising leadership and orientation for new students.
• Coordinate petition workflows and track decisions for record-keeping.
• Assist with commencement and administrative processes.

Skills

Cross-functional teamwork

Student-facing programs

Time management

Education

BA/BS degree

Master's degree

Tools

PeopleSoft (Campus Solutions)

APAS (Academic Progress Audit System)

CCS (Course Catalog System)

Job description

About the Job

The Undergraduate Program Coordinator provides professional support and expertise for undergraduate degree programs in the College of Continuing and Professional Studies. This role serves as the primary technical resource for staff and faculty regarding undergraduate academic administrative matters. The Coordinator manages the lifecycle of the undergraduate student experience, from admission through degree clearance.

This position offers a flexible work arrangement as a hybrid position. The University of Minnesota is committed to fostering local talent through employment opportunities. While this position utilizes a hybrid modality, prospective applicants must be located either in the state of Minnesota or near the Wisconsin border or otherwise open to relocation.

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Key Responsibilities

Student Services Management (50%)

• Collaborate with the Student Records team to ensure accurate and complete undergraduate student records are maintained and that students meet all Program, College, and University requirements for graduation.
• Strategically manage communication channels to provide timely information to admitted and current students.
• Coordinate services and programs designed to promote undergraduate academic success and student engagement.
• Support Director of Undergraduate Academic Advising and Student Success with undergraduate Academic Progress Review process and new student orientation.
• Coordinate permission number distribution.
• Assist with student life issues, support academic advisors, or refer students to appropriate University resources.
• Perform work in student advocacy and support to resolve complex technical or administrative issues using creative workarounds.
• Create and maintain program student handbooks with accurate and accessible information.
• Guide international students to work with ISSS to assure proper paperwork and compliance throughout the program.
• Coordinate the administrative processes for the CCAPS Scholastic Committee by managing petition workflows and assisting the Chair in facilitating committee meetings, and systematically tracking decisions on student appeals to ensure accurate record‑keeping and policy consistency.
• Support administrative processes for commencement.

Undergraduate Program Coordination (40%)

• In collaboration with the Academic Operations Manager, coordinate undergraduate academic administrative matters, including class schedules, course catalog updates, and grades reporting.
• Strategically advise on course offering needs each term based on student demand data; audit and certify accuracy of course schedule posted in Schedule Builder.
• Identify program support needs (based on observation, data, and interactions with faculty, students, and other staff) and develop plans for addressing them.
• Utilize reports and analyze data to identify opportunities and solutions to improve student and program success and growth.
• Develop and lead student support initiatives and directly influence key metrics, such as reducing time-to-degree and increasing retention.
• Actively participate in the planning for new programs to assure a smooth launch. Proactively anticipate potential roadblocks and advise leadership on resource impacts and student service strategies.
• Define and execute best practices within the program and/or in collaboration with the College and central University offices. This includes collaborating with University peers in the development of best practices as needed to maximize efficiency across the University system and to strengthen CCAPS programs.
• Serve as a liaison to College and central University offices and represent CCAPS Undergraduate Programs on committees and working groups. Communicate and disseminate information learned from central University committees such as RAC (Registrar's Advisory Committee) or College Advisory Group (CAG), and CCAPS Scholastic Committee.
• Serve as the subject matter expert for students and faculty on University systems. Serve as a resource for the programs to guide students and faculty in understanding how best to use systems and locate information on systems including (PeopleSoft, WorkflowGen, MyU, Reporting Center, APAS, and UM Reports). Provide high‑level troubleshooting and training to ensure faculty and staff utilize system data effectively for decision‑making.

Policy and Compliance Assurance (10%)

• Strategically advocate for policies & practices leading to more efficient systems and improved student experience.
• Interpret and provide clarity to faculty directors, staff, students, and faculty on program, College, and University policies and procedures governing degree progress (eg: registration exceptions, plagiarism and student misconduct).
• Lead coordination of discontinuation processes and compliance with University and program policy on continuous progress. Ensure full compliance with University and program policies regarding continuous progress, making autonomous determinations on student status updates.
• Partner with the faculty directors and faculty to ensure programs are in compliance with College or University policies. Recommend approaches to resolve complex and sensitive issues.

Qualifications

Required Qualifications

• A BA/BS degree plus at least four years of relevant professional experience, OR a Master's degree plus at least two years of relevant professional experience.
• Proven ability to resolve varied and technical problems through deep technical know‑how and imaginative workarounds.
• Experience with cross-functional teams, committees, or collaborative efforts.
• Experience managing or administering student-facing programs, specifically in areas such as academic advising or student records.
• Demonstrated ability to manage complex workloads where actions are guided by schedules, due dates, and clear deliverables with minimal supervision.

Preferred Qualifications

• Proficiency with University of Minnesota-specific tools, including PeopleSoft (Campus Solutions), APAS (Academic Progress Audit System), and CCS (Course Catalog System).
• Strong ability to interpret and apply complex academic policies, such as those related to the University requirements and departmental degree standards.
• Experience providing student advocacy and counseling, with a focus on navigating college-level administrative hurdles.
• Experience performing editorial duties related to department brochures, course catalogs, and grade reporting.

About the Department

The Academic Operations and Student Service team provides all students services and operational and logistical support across all CCAPS undergraduate and graduate programs.

Pay and Benefits

Pay Range: $58,000-$67,000; depending on education/qualifications/experience

Time Appointment: 100% A Appointment

Position Type: Faculty and P&A Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree‑seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer‑paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.