Penn State Job Catalog

The defined natural career progression within or between job profiles.

Academic Program Coordination

The Academic Program Coordinator collaborates with faculty, staff, and students within an academic unit or department to ensure the effective development and delivery of courses; responds to program inquiries from students or prospective students; recommends solutions related to university policies, procedures, and systems; evaluates and prepares student and course data related to degree requirements, academic actions, course section attributes and scheduling; monitors program budget and financial activities; coordinates and plans program related events including orientations, receptions, and workshops; provides consultation and interpretation on academic and records policies.

• 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 pertaining to 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
• Prepare, review, and submit faculty senate petitions
• Coordinate faculty affairs processes including promotion and tenure, sabbatical leave, and non-tenure track promotions; prepare, track, and submit review documents; consult faculty on processes and procedures in order to facilitate timely submissions and ensure compliance with academic policies
• Plan and coordinate events including orientations, summer days, prospective student visits, open houses and other program events; arrange volunteer schedules for events
• Monitor program budget 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
• Coordinate student rating surveys
• Assist with department or program website; review content and ensure that information is accurate
• Coordinate and plan graduation receptions; assist with logistics including venues, invitations, and itineraries
• Coordinate the hiring process for program part-time employees

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 7
• Minimum – $46,400.00
• MidPoint – $56,800.00
• Maximum – $67,300.00