Academic Program Coordinator

The position will play an important role in keeping academic programs running smoothly, particularly during the busy fall and spring semesters. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and able to quickly learn new systems and processes.

Working under the direction of the Director of Administration and Finance, the Academic Program Coordinator will provide administrative and operational support across undergraduate and graduate academic programs.

Responsibilities will include course scheduling, academic records, committee coordination, student and faculty support, visitor coordination, student employment, event support, and program data and reporting.

This is an excellent opportunity for someone who enjoys being a central resource within a busy academic environment and is comfortable working independently, solving problems, and coordinating with a variety of stakeholders.

• Coordinate course scheduling, registration, room assignments, and academic catalog updates.
• Maintain accurate degree and course records.
• Support curriculum documentation, program assessment, accreditation, and ABET reporting.
• Coordinate with advising and other university offices regarding academic policies and program needs.
• Assist with catalog and semester schedule maintenance.

• Provide administrative support for undergraduate and graduate committees.
• Coordinate and support committee meetings, including preparing materials and taking meeting minutes.
• Serve as a primary point of contact for current students, prospective students, faculty, and other stakeholders.
• Assist with graduate admissions and recruitment activities.
• Maintain and update graduate program handbooks and related materials.
• Coordinate advisor selection and related recordkeeping.
• Support student recruitment events and other academic program events.
• Collect and organize program data related to enrollment, admissions, retention, placement, and time-to-degree.

• Serve as a departmental point of contact for visiting students and scholars requiring visa or immigration support.
• Collect required visitor information and coordinate documentation with appropriate university offices.
• Track visitor timelines and follow up with faculty and visitors to help prevent processing delays.

• Support semesterly TA and HCA recruitment, hiring, and onboarding.
• Assist with timesheet review and approval.
• Coordinate with faculty, students, administrators, and other university departments.
• Assist with special projects and other administrative needs as assigned.

• Bachelor’s degree.
• 2–4 years of progressive administrative experience in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and deadlines independently.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to learn new software systems and processes quickly.
• Professional and customer-focused approach when working with students, faculty, administrators, and visitors.

• Previous experience working in a college or university setting.
• Experience with Banner, Courseleaf, or another student information/course scheduling system.
• Experience with academic program administration, course scheduling, or student records.
• Familiarity with student/scholar visa or immigration processes.
• Experience supporting student employment, hiring, onboarding, or timesheets.
• Experience coordinating events and working with vendors.
• Experience collecting, organizing, and analyzing data using Excel or similar reporting tools.
• Familiarity with accreditation or program assessment processes, including ABET.
• Experience with HR or timesheet systems such as Workday.

The successful candidate will be someone who:

• Is highly organized and detail-oriented, particularly when managing complex scheduling.
• Can quickly learn and navigate new systems and technology.
• Is comfortable working in a busy, deadline-driven academic environment.
• Can prioritize competing requests while maintaining accuracy.
• Demonstrates sound judgment and can work independently with minimal supervision.
• Builds positive relationships with students, faculty, administrators, and other stakeholders.
• Is resourceful, proactive, and comfortable identifying problems and finding solutions.
• Handles confidential information with discretion and professionalism.

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