Academic Program Coordinator Department of Astronomy and Astrophysics

$38,300 - $55,500/Yr

Pennsylvania State University

Full-time - Entry Level

Educational Services

About the position

The Department of Astronomy and Astrophysics at Penn State University is seeking an Academic Program Coordinator to provide essential support in the coordination and administration of the department's graduate program. This role is pivotal in assisting the Associate Head and the Chair of the Graduate Admissions Committee, ensuring that all aspects of the graduate program run smoothly and efficiently. The Academic Program Coordinator will serve as the primary point of contact for graduate students, guiding them from the application process through to graduation. This includes managing the graduate student recruitment and admissions process, responding to inquiries from prospective students, and organizing campus visits and events, which encompass travel arrangements, lodging, and group meals. Additionally, the coordinator will be responsible for monitoring and updating the Graduate Admissions Decision System (GRADS) for applicants and planning the new student orientation. In this role, the Academic Program Coordinator will assist students with course-related functions, including course drops, adds, and scheduling, while also addressing questions related to curriculum and graduation requirements. The coordinator will prepare and submit applications for graduate student scholarships, fellowships, and appointments each semester, ensuring that all records are maintained accurately and in compliance with university policies, retention schedules, and FERPA requirements. Monitoring student progress towards critical milestones, scheduling comprehensive exams and dissertation defenses, and filing the necessary documentation with The Graduate School are also key responsibilities. The coordinator will create and maintain spreadsheets to collect student data for both internal and external reporting purposes. They will assist in revising the graduate program handbooks and communicate important deadlines, policies, and procedures to graduate students. Furthermore, the coordinator will schedule courses, maintain course information, and coordinate classroom and exam schedules, including SEEQs. Providing support to new students during their onboarding transition and assisting with office accommodations will also be part of the role. The Academic Program Coordinator will provide backup support to other administrative staff and the administrative manager as needed, ensuring a collaborative and efficient work environment.

Responsibilities

• Act as the main point of contact for graduate students from application through graduation.
• Coordinate the graduate student recruitment and admissions process.
• Respond to prospective student inquiries and arrange campus visits and events.
• Monitor and update GRADS for applicants and plan new student orientation.
• Assist students with course-related functions such as drop, add, and scheduling.
• Answer curriculum and graduation requirement questions.
• Prepare and submit graduate student scholarships, fellowships, and appointments each semester.
• Maintain graduate student records and ensure compliance with policies and FERPA requirements.
• Monitor and update student progress toward achieving critical milestones.
• Schedule comprehensive exams and dissertation defenses, filing appropriate documentation with The Graduate School.
• Create and maintain spreadsheets collecting student data for reporting.
• Assist with revisions to the graduate program handbooks and communicate with students about deadlines and policies.
• Schedule courses, maintain course information, and coordinate SEEQs.
• Assist new students with onboarding and office accommodations.
• Provide backup support to other administrative staff and the administrative manager as needed.

Requirements

• High school diploma or higher plus two years of relevant experience, or an equivalent combination of education and experience.
• Proficiency in Office 365 (Word, Excel, Teams, and Outlook) and Adobe Acrobat is required.
• Working knowledge of Penn State's LionPATH, CollegeNet, GRADS, and/or WorkLion systems is preferred but not required.
• Strong commitment to diversity, equity, respect, and inclusion.
• Attention to detail, organization, and interpersonal skills.
• Ability to manage deadlines and work independently and in a team environment.
• Outstanding oral and written communication skills.

Nice-to-haves

• Knowledge of the Graduate School's policies and procedures.

Benefits

• Medical, dental, and vision insurance coverage.
• Retirement plans.
• Tuition discounts for employees.
• Generous vacation time and sick leave.
• Paid holidays.