Academic Program Coordinator

Academic Program Coordinator

The Academic Program Coordinator provides comprehensive support for the department's graduate programs by combining strong organizational skills with a student-centered approach. Serving as the primary point of contact for graduate students, this position coordinates graduate admissions, student services, academic administration, and program operations while helping guide students throughout their academic journey. The coordinator partners closely with faculty, university offices, and departmental leadership to administer graduate programs in accordance with university policies and ensure students receive exceptional support. As a member of the department's administrative team, this position collaborates across functional areas to support shared operations, continuity, and continuous improvement.

Graduate Student Services & Academic Administration:

• Serves as a primary resource for master's and doctoral students while coordinating graduate student services and academic administration.
• Maintains confidential student records, monitors degree progress, completes degree audits and GradPlan reviews, and processes academic forms and course overrides.
• Coordinates annual student reviews, comprehensive examinations, dissertation proposal defenses, dissertation defenses, and graduation requirements, ensuring students and faculty are supported throughout the process.
• Coordinates graduate assistant appointments and assistantship actions, maintains graduate funding records, and processes fellowships, awards, and conference and research funding.
• Advises students, faculty, and staff on graduate policies, procedures, registration, degree requirements, university travel requirements, and program deadlines.

Graduate Program Operations:

• Coordinates the operational administration of the department's graduate programs to support efficient program delivery and student success.
• Maintains graduate office operations, program records, manuals, documentation, departmental website, curriculum and program information, and Graduate Curriculum and Program Committee (GCPC) support. Administers university systems including SIS, ESAF, GradPlan, D2L, EBS, Registrar forms, eGrad Fellowships, I-9 processing, and other assigned university systems.
• Prepares department, college, and university reports; maintains program statistics and alumni outcomes; oversees records retention; and ensures compliance with university and departmental policies and procedures.

Graduate Recruitment & Admissions:

• Coordinates graduate recruitment and admissions for master's and doctoral programs, guiding prospective students from pre-application through enrollment.
• Maintains the graduate admissions application system, prepares applicant materials and reports for faculty review, and coordinates the admissions review process.
• Serves as a primary point of contact for prospective, admitted, and incoming students, providing guidance on admissions, funding, enrollment, and program requirements.
• Coordinates applicant visits, new student orientation, onboarding activities, and admissions communications while maintaining admissions records and documentation.

Department operations and Administrative Support:

• Supports the department's administrative operations through shared responsibilities and cross-functional collaboration.
• Coordinates office operations, including supplies, mail, copying, meetings, seminars, events, and unit travel authorizations and reimbursements, while maintaining shared departmental resources.
• Collaborates with the Business Manager, Financial Manager, faculty, and administrative staff to support graduate funding, operational processes, shared documentation, and departmental initiatives.
• Contributes to process improvements, maintains shared operational resources, provides operational support and backup as needed, and assists with special projects and other duties as assigned.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate's degree in business, education, higher education, psychology, business or a related field which corresponds to the area of employment; one to three years of related and progressively more responsible or expansive work experience in university/college/academic admissions or related administrative position; or an equivalent combination of education and experience.

Desired Qualifications

Proficiency with Microsoft Office applications (Word, Excel, Outlook, Teams, SharePoint, OneDrive, and Power Automate) and Adobe Acrobat; experience with database management; working knowledge of Michigan State University financial, human resources, and student information systems, including Campus Solutions/Student Information System (SIS), GradPlan, SLATE Graduate Admissions, Enterprise Business System (EBS), HR/Payroll (SAP), Kuali Financial System (KFS), and eGradFel; familiarity with MSU policies and procedures, including the GEU contract; and knowledge of university travel and purchasing systems.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume, Cover Letter, Names and contact info at least 3 professional references

Work Hours

STANDARD 8-5

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.