Undergraduate Program Coordinator

Undergraduate Program Coordinator (Student Admin Asst Sr)

The Department of Earth and Environmental Sciences in the College of Literature, Science and the Arts is seeking a motivated, enthusiastic, and skilled student services professional for the role of Undergraduate Program Coordinator.

Reporting to the Chief Administrator, with functional supervision from the Academic Program Manager, the Undergraduate Program Coordinator is an integral part of EARTH's administrative team and provides critical, valued support to our Undergraduate Program. Primary responsibilities include maintaining the department's curriculum and class schedule, coordinating our peer mentor program, and organizing some of the department's major events - including the weekly Smith Lecture series and annual graduation ceremony.

Curriculum Maintenance - 33% In partnership with the Associate Chair for Undergraduate Studies and Academic Program Manager, maintain the department's curriculum, including:

• Create each semester's time schedule, managing for time conflicts, room availability, and department priorities
• Update the course guide
• Order teaching evaluations
• Manage section capacities and issue course overrides
• Submit course approval and program approval request forms to the LSA Dean's Office (CARFs/PARFs)
• Support the department's curriculum committee

Undergraduate Program - 33%

• Serve as the primary point of contact for the undergraduate program, assisting the Associate Chair for Undergraduate Studies
• Build rapport with students, faculty, and staff, and prospective majors and minors
• Maintain thorough records of student data for undergraduates (e.g., major/minor, advisor) and monitor trends
• Support faculty-led field trips: collect student lists and data, coordinate travel bookings, liaise with relevant LSA offices for international field trips, and provide other support as needed
• Liaise with the college and university units to administer the department's undergraduate program, including the annual Major/Minor Expo, undergraduate education group meetings, and provide the Advising Center with relevant information
• Support our faculty advisors, including maintaining our advising handbook and assisting in interpreting policy
• Hire proctors for mid-term and final examinations
• Supervise our peer mentor program (~4 undergraduate students). The peer mentors:
• Conduct informal, drop-in advising
• Organize events for majors and minors, including to recruit new majors and minors
• Help coordinate coverage of administrative tasks, including reception services at the front desk, package delivery, office supplies, and copier inventory

Event Coordination - 20%

• In partnership with the faculty coordinator, arrange the department's weekly Smith Lectures, including travel and lodging, and hosting arrangements for the Friday lunch and early evening reception
• Organize the department's annual graduation ceremony at the end of the winter term
• Provide support for ad hoc events, particularly those requested by our student organization, Geo Club, by our peer mentors, and by EARTH faculty

Other Administrative Support - 14%

• With secondary support from other department staff, monitor the main department email and phone line, answering questions and forwarding as appropriate
• Process room reservations for department conference and classrooms
• Cross-training in and back-up support for graduate program student services and other administrative roles in the department, as workload and operational needs permit or require.

Required Qualifications*:

• At least 4 years of relevant experience, preferably in student services roles in higher education
• Associate's degree or equivalent combination of education and experience
• Ability to partner and work collaboratively with teams and build effective professional partnerships
• Skills in managing time efficiently and effectively, concentrating on important priorities, and adapting as priorities shift
• Proficiency with Microsoft Office and/or similar office productivity suite(s)
• Exceptional attention to detail
• Strong organizational skills
• Strong ability to speak and write clearly to a variety of audiences

Desired Qualifications*:

• Bachelor's or advanced degree…