Program Coordinator

Program Coordinator

The Program Coordinator plays a vital role in supporting faculty and staff affairs within the School of Graduate Studies (SOGS). This position provides administrative and academic support by managing faculty lifecycle processes, maintaining critical data, coordinating meetings and events, and ensuring compliance with institutional policies. The Coordinator serves as a liaison between faculty, administration, and other departments, providing high-level administrative and operational support.

Essential Functions (Principal Duties and Job Responsibilities) :

Faculty Lifecycle Management

Process academic appointments, renewals, and terminations for teaching and research faculty.

Generate and track faculty appointment letters and maintain accurate records.

Coordinate with institutional research offices to ensure data integrity for internal and external reporting.

Administrative & Operational Support

Manage calendars, schedule meetings, and coordinate logistics for the Sr. Associate Dean

Track and reconcile budgets, including external grants.

Coordinate travel arrangements and expense reimbursements.

Maintain electronic repositories and ensure confidentiality and compliance with retention policies.

Program & Event Coordination

Organize faculty development programs, workshops, and special events.

Support Tenure and Promotion Advisory Committee and Board of Trustees meetings.

Create and manage digital assets

Communication & Liaison

Draft professional and technical communications for internal and external audiences.

Serve as the primary contact for faculty personnel actions and administrative inquiries.

Collaborate with academic departments, research centers, and administrative units.

Data & Reporting

Extract, analyze, and report data related to faculty appointments and program participation.

Prepare operational and statistical reports and assist with presentations.

Knowledge, Skills and Abilities Required :

Proficient in Adobe Acrobat Suite

Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint, Teams).

Budget and fiscal management experience

Proficient with virtual meeting platforms (e.g., Zoom and Teams)

Knowledge of grants preparation and management

Events and program planning and implementation skills

Ability to take initiative and work independently is required

Excellent organizational and interpersonal skills

Outstanding verbal and written communication skills

Ability to exercise sound judgment and prioritize for the timely fulfillment of responsibilities

Must have excellent analytical and problem-solving skills

Flexible and adaptable

Ability to maintain confidentiality

Strong organizational, communication, and interpersonal skills.

Ability to manage multiple priorities in a fast-paced environment.

Knowledge, Skills, Abilities Preferred :

Experience with digital asset creation and organization

Knowledge of grants preparation and management

Proficient in Learning Management Systems (i.e. Canvas and Blackboard)

Experience in Academic Artificial Intelligence (AI) tools (i.e., Canva, Microsoft Co-Pilot)

Education and Experience Required :

Bachelor's degree from an accredited college or university

Minimum of three years of administrative experience

Experience in higher education administration

Experience handling confidential information

Education and Experience Preferred :

NA

Licensure, Certification or Registration Required :

N / A

Licensure, Certification or Registration Preferred :

N / A