Academic Program Coordinator; Educator Preparation Programs

We are seeking an Academic Program Coordinator who will provide complex programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students/learners of the assigned program. This position serves as the point of contact for the program and assists with the focus area activities. This position will also coordinate administrative support services and academic program activities and act independently to coordinate various processes and activities for an academic program.

• Prepare teaching contracts, payroll, course schedules, syllabi, textbook selections and orders, exam schedules, academic advising assignments and schedules, etc.
• Create and maintain faculty, student and course information records.
• Provide information to students about admission criteria, program offering, degree prerequisites and requirements, etc.
• Coordinate departmental events such as orientation, open house, seminars, and receptions.
• Assist in preparing catalog copy and course descriptions and follow up on production.
• May monitor departmental funds and grants expenditures. Reconcile reports and resolve expenditure discrepancies.
• Compose and prepare routine correspondence to students and faculty.
• Implement processes and procedures for exams.
• Implement processes and procedures related to the admissions process.
• Maintain various databases and paper records.
• Staff credentialing and other related committees.
• Schedule and coordinate meetings and appointments.
• Support administrative directors with the day-to-day operations of the program.
• Uphold administrative processes/procedures, identify and resolve issues, and provide recommendations for changes to ensure efficiency.
• Screen and prioritize incoming correspondence, inquiries, phone calls, and visitors/guests.
• Coordinate and schedule in-person and digital meetings and maintain shared calendars.
• May distribute and manage communications and support marketing efforts such as creation and distribution of flyers, email marketing campaigns, newsletters, listservs and social media.
• Work with program leaders to support the planning and execution of program projects and events, office activities, and meetings, e.g. make room reservations, troubleshoot problems, order food/catering, prepare materials, make travel arrangements, process honoraria, etc.

• Work closely with the faculty support coordinators onboarding faculty and supporting administrative requests such as copying (syllabi, exams, articles), proctoring/disbursing exams, classroom support and expense requests.
• Support onboarding new students through recruiting activities, orientation, and course selection.
• Answer general student queries, handle confidential information with discretion, provide limited academic advice, and offer referrals to students.
• May manage student workers.

• May collect and record data; participate in the assessment and evaluation of programs.
• Support student recruitment, organize program applications, and assist with graduation processes and procedures.
• Run and review periodic student degree audits
• Support the evaluation and assessment of programs and activities.
• Support general Academic Affairs needs throughout the academic year.

• May participate in reconciling and tracking expenses and assess reasonable expenses.

• Administer daily financial tasks, e.g. budget and billing verifications, changes, corrections, and updates.
• May provide support to faculty and administrative staff in monitoring and reconciling department or unit monthly expenses against budget.
• Maintain spreadsheets utilizing financial systems and software applications.
• Assist in maintaining up-to-date records for the office procurement (PCard) and travel card and process reimbursements.
• Place orders, verify shipments, and resolve issues related to purchasing supplies.
• Process non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractor and shopping cart/purchase orders and related requests.
• Other duties as assigned.

• Collect Intern Placement Preference Information.
• Support development of summer volunteer and/or employment schedule.
• Support communications and collaborations with Whiting CEO, BLISS Farm, CTY.
• Communicate with incoming and outgoing cohorts about opportunities.

• High School…