Academic Program Coordinator II

Job Summary

Provide administrative and logistical support to assigned degreed and/or non-degreed academic program offerings of an Institute college or school. Facilitate the various actions required to successfully offer and conduct academic programs. These actions may range from student recruitment to course evaluation. Program assignments are generally considered to be complex or advanced in content and objective.

Responsibilities

• Coordinate the application process through response to prospect inquires, scheduling interviews, maintaining applicant records, etc.
• Oversee student recruitment/program promotional event preparation.
• Serve as primary point of contact for students and prospective students regarding assigned program offerings.
• Coordinate preparations for conducting courses which may include classroom or facilities scheduling and preparation, ordering and distributing course materials, etc.
• Prepare and update course schedules.
• Develop and administer program budget.
• Distribute and collect course evaluations; summarize and prepare reports.
• May maintain websites promoting program offerings.
• Perform other duties as assigned

Support the coordination and day-to-day operations of Dual Enrollment and Distance Learning programs, assisting with smooth delivery across faculty, students, high school partners, and internal teams. Assist with facilitator identification for Dual Enrollment and proctor nomination processes for Distance Learning, including coordinating survey distribution, tracking responses, and following up as needed. Respond to inquiries from prospective students, current students, faculty, and school partners through Salesforce and shared inboxes, ensuring timely and accurate communication. Support course setup each term by assisting with SharePoint organization, roster tracking, collection of course materials, and coordination of scheduling details. Assist with exam coordination processes, including supporting Gradescope setup, communicating instructions, and helping track proctoring and facilitator needs. Maintain program data in Excel, supporting reporting efforts, tracking key information, and assisting with basic analysis. Assist with preparing and distributing program communications, including outreach for orientations, information sessions, and regular updates to stakeholders. Participate in orientations, information sessions, and office hours by providing logistical support and assisting with presentations as needed. Contribute to the development and upkeep of SOPs and process documentation to support consistency across program operations. Provide support across team functions as needed, assisting with lower-priority or high-volume tasks to help maintain continuity of operations.