Program Coordinator

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Job Title: Program Coordinator
Department: Academic Affairs
Division: Academic Affairs
FLSA Status: Non-Exempt
Grade: 4

Hourly Range: $20.22 - $24.73
Union: SEIU Local 500
Reports to: Director of Administrative Services

General purpose: The Program Coordinator serves as the primary administrative and operational resource within a department or school. This position coordinates the administrative, financial, operational, and logistical functions that support academic programs, faculty, students, and departmental leadership.

Acting as an administrative partner to Department Chairs, Directors, Deans, and the Provost's Office, the Program Coordinator manages departmental operations, anticipates needs, and ensures the smooth execution of daily activities, allowing academic leadership to focus on curriculum, faculty development, strategic initiatives, and student success.

The Program Coordinator coordinates multiple complex projects simultaneously and serves as the central point of communication among faculty, students, and campus partners.

• Provide comprehensive administrative support to Department Chairs, Assistant Chairs, Directors, and faculty, including meeting coordination, calendar management, syllabus collection, and departmental communications.
• Serve as the department's primary resource for faculty regarding institutional systems, including Workday, Canvas, Google Workspace, and other administrative platforms.
• Serve as the primary administrative liaison between the department and campus administrative offices, including Human Resources, Finance, Registrar, Facilities, Technology Systems and Services, Academic Affairs, Student Affairs, Enrollment Management, etc.
• Serve as the primary point of contact for prospective students, visitors, and external partners by responding to inquiries, coordinating departmental tours, and providing referrals.
• Establish, improve, and document departmental administrative procedures to enhance operational efficiency.
• Coordinate departmental calendars, recurring meetings, agendas, and meeting materials.
• Prepare reports, correspondence, presentations, and other administrative documents for department leadership.
• Maintain confidential personnel, financial, and student records in accordance with institutional policies.
• Exercise independent judgment in prioritizing assignments, resolving administrative issues, and recommending process improvements.
• Coordinate faculty office assignments, workspace requests, mailbox assignments, key requests, and classroom scheduling changes through 25
  
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• Coordinate onboarding activities for new full-time and part-time faculty in partnership with Human Resources and Technology.
• Coordinate faculty recruitment logistics, including interview scheduling, campus visits, travel arrangements, reimbursements, and hiring documentation.
• Collaborate with other Program Coordinators, Department Chairs, Assistant Chairs, Directors, and faculty to coordinate all aspects of artists' model scheduling and assignments across academic programs. Manage scheduling logistics, communicate with models and faculty, resolve scheduling conflicts, monitor hours and budget allocations, and maintain accurate records to ensure equitable, efficient, and uninterrupted support for instructional activities.
• Supervise student employees by assigning work, monitoring performance, approving timesheets.
• Serve as the department's Workday functional user for purchasing, finance, and administrative transactions and serve as the department's PCard holder.
• Process purchase requisitions, expense reports, PCard reconciliations, supplier invoices, reimbursements, and other financial transactions, ensuring transactions comply with institutional policies and established financial procedures.
• Monitor departmental budgets and expenditures, maintain financial records, and provide budget information to department leadership.
• Coordinate procurement of office supplies, instructional materials, equipment, catering, and specialized academic resources.
• Coordinate maintenance requests, technology support requests, and facility improvements with appropriate campus departments and serve as the primary liaison for facility issues to ensure timely resolution of maintenance, cleaning, safety, and operational concerns.
• Assist Chairs and Directors with course scheduling by coordinating faculty availability, course substitutions, and scheduling adjustments.
• Coordinate all logistics for visiting artists, lecturers, guest critics, and guest speakers, including contracts, travel, lodging, honoraria, itineraries, and event scheduling.
• Maintain departmental academic records, including curriculum documentation, syllabi, assessment materials, accreditation documentation, and archival records.
• Coordinate…