Academic Programs Coordinator

Your Role on the Team

Under the general direction of the Department Manager in the Department of Computer Science (CS), incumbent independently manages financial support for graduate students, provides administrative support for the graduate programs and graduate admissions, and processes undergraduate student employment requests. To support departmental goals and objectives, the ideal candidate must demonstrate strong organizational, analytical, problem‑solving abilities, along with advanced proficiency in Microsoft Excel, including custom reporting, pivot tables, and complex spreadsheet management.

They should be capable of managing significant responsibilities with professionalism while fostering positive and respectful interactions with faculty, staff, and students.

Expected pay range: $32.74 – $35.81 per hour.

Incumbent responsibilities include ensuring department funding commitments are met, collaborating with faculty and financial analysts to build annual funding plans, selecting and hiring approximately 300 Academic Student Employees (ASEs) annually, payment of fee remissions and fellowship stipends, identifying student support issues and bringing them to resolution, supporting department leadership in matters related to degree programs and student funding, and maintaining departmental records.

Responsibilities also include reviewing applications, assessing eligibility against experience and skills required for each TA position, funding availability, and projected course enrollments to determine appointments and complete required paperwork for jobs offered within firm deadlines. The incumbent may also work with faculty for writing exceptional case justifications for students who do not meet campus employment requirements and follow up with students who have not completed employment requirements.

Coordinates and collaborates with internal and external units as needed, including CS Vice Chairs, IC Student Affairs and Payroll, Test of Oral English Proficiency (TOEP) administration, Summer Session, and the Graduate Division. Coordinates, collects, and tracks the use and distribution of graduate student funding from multiple sources. Analyzes, advises, and assists in resolving issues related to graduate student funding. Provides administrative support for graduate admissions, including attending graduate admissions committee meetings and processing admissions in Slate.

Assists with the planning and organization of graduate student events, including the preparation and distribution of student information packets. Moderates graduate student mailing lists and updates campus directory. Reviews childcare reimbursement requests for eligibility and routes for approval. Participates in special projects and provides backup support as needed. Incumbent is expected to maintain current knowledge of university policies, procedures, and systems, and to stay up to date with relevant training, workshops and professional development opportunities to continuously support the needs of the department and ensure compliance with campus requirements.

Required:

• Knowledge of Academic Student Employee (ASE) classifications, hiring processes, and applicable labor agreements (i.e., union contracts).
• Knowledge of graduate academic program structures, policies, and procedures within a university setting.
• Knowledge of graduate student funding mechanisms, including fellowships, grants, and employment-based support.
• Knowledge of university payroll processes and financial recordkeeping practices.
• Ability to independently assess priorities and prioritize assignments to meet multiple deadlines and complete projects in an environment of heavy workload, competing objectives, and frequent interruptions.
• Demonstrated ability to work as part of a team and develop and maintain effective working relationships with faculty, staff, campus administrators, students, and professionals throughout and outside the University.
• Extensive working knowledge of personal computers and proficiency utilizing standard software programs (Microsoft 365, Google Workspace, Adobe Acrobat, Docu Sign). Intermediate to advanced Excel knowledge, including formulas and pivot tables, and the ability to create custom and complex reports.
• Demonstrated ability to analyze information, problems, complex policies and procedures to define the problem or objective, identify relevant concerns or factors, formulate logical and objective conclusions, and advise on appropriate courses of action.
• Knowledge of basic math and accounting principles. Ability to gather, monitor, and interpret statistical data.
• Strong written and verbal communication skills for effective interaction with faculty, staff, students, and external units.
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive information, such as information covered under the Family Educational Rights and Privacy Act (FERPA).
• Bachelor's degree in a related area and/or equivalent…