Academic Program Operations Coordinator

Academic Program Operations Coordinator

Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Job Title: Academic Program Operations Coordinator

Department: Academic Affairs

Reports to: Assistant Provost for Academic Administration

Status: Full-Time, Benefit Eligible

Location: Lisle Campus

Rate: $24.08 - $26.44 Hourly

Position Summary: The Academic Program Operations Coordinator provides administrative, operational, and data management support for the Master of Public Health (MPH), Nutrition, Master of Clinical Psychology (MCP), Master of Science in Integrative Physiology (MSIP), and Health Professions Recommendations Committee (HPRC) programs. This position serves as a central resource for students, faculty, alumni, preceptors, internship supervisors, and program leadership.

Working closely with Program Directors, faculty, admissions, advising, and University offices, the Coordinator supports student success initiatives, maintains program records and databases, assists with assessment and accreditation activities, coordinates program events, and provides administrative support for program operations. The position plays a key role in ensuring efficient processes, accurate reporting, and a consistent student experience across programs.

Essential Job Responsibilities:

1. Serve as a primary administrative resource for current and prospective students across assigned graduate programs by responding to routine inquiries, providing information about program processes and requirements, and connecting students with appropriate university resources. Assist with admission interview scheduling and provide administrative support to program directors and faculty through coordination of meetings, communications, calendars, and program operations. Process student forms, requests, correspondence, and other program-related documentation, and maintain official program files and records in accordance with university policies and procedures.

2. Coordinate the collection, analysis, and reporting of program data to support assessment, planning, accreditation, and continuous improvement efforts. Gather and monitor enrollment, retention, graduation, and student success metrics; maintain assessment and reporting systems; compile and organize survey results and stakeholder feedback; assist with annual reports, accreditation documentation, and program reviews; develop charts, dashboards, and summary reports; and support program learning outcomes assessment and outcomes tracking activities.

3. Support experiential learning and alumni engagement initiatives by maintaining internship, field experience, and alumni records; coordinating internship and field placement processes; monitoring completion of required experiential learning documentation; supporting evaluation and feedback processes involving students, supervisors, and preceptors; assisting with the transition to electronic record systems; and helping develop and maintain alumni engagement activities, professional networking groups, and employer partnerships.

4. Coordinate student engagement initiatives and program events by planning and supporting orientations, student recognition activities, networking events, workshops, guest presentations, and other co-curricular programming. Responsibilities include scheduling activities, reserving facilities, coordinating supplies and materials, managing event logistics, providing on-site support, distributing awards and recognition items, and assisting peer mentors, student leaders, and program ambassadors in the implementation of engagement activities.

5. Support graduate program recruitment and marketing efforts by updating promotional materials, brochures, flyers, presentations, and recruitment displays; coordinating website and social media updates; assisting with recruitment events, graduate fairs, and prospective student outreach activities; developing student and alumni spotlight features; and supporting communications designed to enhance program visibility, enrollment growth, and stakeholder engagement.

6. Provide administrative support for strategic initiatives and academic program development by assisting with curriculum revision and approval processes, coordinating documentation related to new program proposals, supporting implementation activities for newly approved programs, contributing to projects that enhance operational effectiveness across campuses and instructional modalities, and performing other duties as assigned in support of institutional priorities and programmatic goals.

Other Functions:

1. Participate in college, department, and university events.

2. Assist with special projects, accreditation reviews, and strategic planning initiatives.

3. Collaborate with faculty, staff, and administrators to improve operational efficiency and student services.

4. Provide administrative coverage and assistance during peak operational periods.

Required Qualifications:

Education: High School Graduate/GED Required, Bachelor''s Degree Preferred

Experience: Three or more years of progressively responsible administrative, academic program support, higher education administration, project coordination, or related experience.

Specific Skills: Candidates should possess strong organizational and project management skills, exceptional attention to detail and accuracy, and excellent written and verbal communication abilities. The successful candidate will be able to manage multiple projects and deadlines simultaneously, analyze and present data in a clear and meaningful manner, and demonstrate proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and Teams. This role requires the ability to work collaboratively with students, faculty, staff, alumni, and external partners, as well as a customer service orientation and interpersonal skills that support effective relationship building and responsive service.

Specific Knowledge, Licenses, Certifications: Candidates should demonstrate knowledge of administrative processes within higher education, including an understanding of student records management and confidentiality requirements. The successful candidate will be familiar with assessment, reporting, and accreditation support activities; possess knowledge of event planning and program coordination practices; and be able to apply these skills to effectively support academic programs, student success initiatives, and institutional objectives while maintaining compliance with university policies and procedures. Valid Driver''s license Required.

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Use of computer screen, phone, and customer service. May require bending or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Following of campus specific guidelines for pandemic protocols are required. Valid Driver''s license required.

Travel (If applicable): Yes

Supervisory Responsibility (if applicable): Yes. May coordinate student workers and graduate assistants.

Working Conditions: Normal office conditions.

Training: As a University employee you are required to complete all University-specific and/or OSHA related training to fulfill your job duties. Specific training will be conducted online or in person. Employees must complete all trainings required by Benedictine University.

Employee Benefits Package:

We are pleased to offer the following benefits to support your health, well-being, and professional growth. Please note that benefits are subject to change and eligibility requirements may apply:

• Health Insurance: Comprehensive medical, dental and vision coverage to support your health needs.
• Disability Insurance: Protection for both short-term and long-term disability.
• Life Insurance: Financial security for your loved ones in case of the unexpected.
• Paid Time Off (PTO): Generous paid vacation, sick leave, and mental health days.
• Retirement Plans: Save for your future with our retirement savings options.
• Mental Health Support: Access to counseling and resources for mental well-being.
• Tuition Reimbursement: Financial support for your education and professional development.
• Financial Wellness Advisors: Personalized advice to help manage and plan your finances.
• Employee Assistance Programs (EAP): Confidential support for personal or work-related challenges.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University''s rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. The following of campus specific guidelines for pandemic protocols are required.

Benedictine University is an Equal Opportunity Employer.