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POSITION SPECIFICS
Academic Program Coordinator in the Undergraduate Office of the Department of Energy and Mineral Engineering
The College of Earth and Mineral Sciences’ John and Willie Leone Family Department of Energy and Mineral Engineering is seeking an Academic Program Coordinator to serve its Office of Undergraduate Education. This position will provide administrative support to the Associate Head of Undergraduate Education and serve as the point of contact for the Department’s seven undergraduate majors.
As the Academic Program Coordinator, you will be the cornerstone of undergraduate program operations—managing student records, coordinating academic milestones, and providing critical support from application through graduation. Your work will directly impact the success of our undergraduate programs by ensuring compliance, optimizing student experiences, and supporting strategic initiatives.
This role requires outstanding organizational abilities, proactive communication, and a collaborative mindset to thrive in a fast-paced, detail-rich environment. You’ll partner with our diverse faculty, staff, administrators, and students to support and continuously improve the academic infrastructure of the Department of Energy and Mineral Engineering.
Responsibilities include, but are not limited to:
Maintain the schedule of courses in LionPATH each semester. Coordinate with the Associate Head of Undergraduate Education and other faculty to revise courses for future semesters.
Approve all EME degrees for graduating seniors and certify EME students to graduate. Communicate with graduating students regarding missing items on their degree audits.
Process course substitution petitions in CSRS and update degree audits accordingly.
Work with course instructors to process prerequisite override requests. In general, manage class enrollment each semester, including late adds.
Reserve rooms for classes and other events.
Query and organize enrollment data for the department. Maintain undergraduate student files and keep forms up to date.
Maintain department listservs, especially for our undergraduate majors. Work with faculty and staff to send announcements to our students.
Each semester, set up SEEQs and download SEEQ data at the end of each semester.
Assist with academic procedures and resolving student issues.
Assist with curriculum proposals.
Participate in EME outreach events and spring commencement.
Preferred skills and experience:
Proficiency or demonstrated ability to quickly learn key platforms (e.g., LionPATH, 25Live, iTwo, CSRS, SEEQs, CIM, Workday, Microsoft Office).
Strong understanding of FERPA and academic policy compliance.
A deep commitment to undergraduate student success and academic excellence.
Exceptional attention to detail, multitasking, and time management skills.
Ability to thrive in a high-volume, fast-paced academic setting.
Strong written and verbal communication skills.
Commitment to continuous learning, including ongoing professional development through resources like LinkedIn Learning.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.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 $38,300.00 - $55,500.00.
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.
The Pennsylvania State University 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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