Academic Program Coordinator

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Harrisburg, School of Humanities, is seeking an Academic Program Coordinator for the school's graduate programs, and for budget and purchasing for the school.  The School of Humanities offers master's and doctoral degrees within the Communication and American Studies programs, including the M.A. in American Studies, the M.A. in Communications, and the Ph.D. in American Studies. 

The Academic Program Coordinator’s duties include collaborating with the college’s graduate program staff to assist with the coordination and administration of various facets of the college’s graduate procedures. 

Central to the role is supporting the graduate faculty while they interact with potential graduate students during the recruitment process, as well as when they enter and progress through the program.  

Graduate responsibilities include the submission of documentation for major milestones (qualifying exam, candidacy, and dissertation defense); oversight and management of graduate assistantships (e.g., providing terms of offer and offer letters, entering appointments, and removing graduate students from the system at the culmination of their studies); monitoring changes in funding sources over time; and budgetary responsibilities (e.g., allocating stipends and tuition).  

This is a reduced FTE (83.3%) position with the majority of the work occurring during the academic year. Full-time Penn State benefits are included.

JOB RESPONSIBILITIES INCLUDE: 

• Communicate with faculty, staff, advisers, parents, and students; respond to inquiries related to individual courses, degree requirements, or the overall academic program. 

• Prepare and maintain student files; monitor graduation requirements; assess and track degree audits; and ensure accuracy of degree requirements. 

• Facilitate the process for reviewing requests and updating student course/program changes; process grade change forms, add, drop, and registration forms. 

• Collaborate with faculty and department leadership to forecast course/certificate enrollment; retrieve, compile, and analyze course data; assess classroom space and instructor requirements; plan, schedule, and finalize sections, classrooms, and exams; respond to course availability and enrollment inquiries; order textbooks. 

• Coordinate and implement policies, procedures, and activities regarding student records across a department or assigned academic program. 

• Coordinate scholarship, assistantship, and fellowship data and funds; prepare award letters, notify donors, monitor expenses, prepare and analyze financial reports; assign and monitor teaching assistant class assignments. 

• Communicate with students to promote program-specific opportunities, including workshops, organizations, internships, and career development opportunities; collaborate with faculty and program staff to develop marketing materials. 

• Plan and coordinate events including orientations, summer days, prospective student visits, open houses, and other program events; arrange volunteer schedules for events. 

• Monitor program budgets including tracking purchases, approving expenditures, and generating financial reports. 

• Create and maintain databases; compile academic data and prepare reports for department leadership related to enrollment data, student progress and experience, and accreditation information. 

OTHER RESPONSIBLITIES:

• Coordinate student rating surveys. 

• Assist with department or program website; review content and ensure that information is accurate. 

• Purchase supplies for the school’s programs; 

• Support room scheduling for the School of Humanities; 

• Support the Advisory Board for the School of Humanities, including scheduling meetings; 

• Coordinate and plan graduation receptions; assist with logistics, including venues, invitations, and itineraries. 

• Other duties as needed in the School of Humanities.  

EDUCATION AND EXPERIENCE: 

• Minimum Education: Associate's Degree

• Minimum Experience: 4+ years of relevant experience

• Equivalency: An equivalent combination of education and experience is accepted

PREFERRED:

• Proficiency in MSOffice 365 programs (Outlook, Word, Excel, Teams, SharePoint, etc.) and familiarity with Penn State systems such as LionPath, SIMBA, Workday, and Zoom are preferred for this position. 

• Detail-oriented and a team player; have excellent customer service, communication, interpersonal, organizational, and problem-solving skills; and be able to handle multiple tasks and work independently and in a team environment.  

• Energetic, motivated, committed, and detail-oriented.

The successful candidate will also demonstrate a commitment to support and respect the diverse needs of students and faculty in the School of Humanities. 

HOW TO APPLY:

• Please submit a cover letter and resume to be considered for this position. Review of applications will begin immediately and will continue until the position is filled.   

The salary range for this position, including all possible grades is:

$42,100.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS:

Middletown, PA