Job Opening Description

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Academic Program Coordinator

This position is responsible for the overall administration and support of the Comparative and Regional Studies (CRS) MA Program & the International Affairs Policy & Analysis (IAPA) MA Programs (65% FT) and the SIS Doctoral Program (35% FT). in the School of International Service. The Academic Program Coordinator coordinates with other offices, particularly Graduate Advising, Career Development, Academic Affairs and other graduate programs, the establishment of standardized administrative procedures and practices for the program. This position may be responsible for the supervision of undergraduate or graduate assistants assigned to the program.

Essential Functions

1. Program Management and Administration

  • Administrative Support (Faculty and Student Staff):- Assist with scheduling and general administrative support for faculty recruiting and on-boarding. Hire, onboard, train and oversee student assistants.
  • Budget & Financial Management- Monitor and track expenditures, process receipts, arrange for reimbursements following events and meetings, completes disbursement requests and stipends, orders supplies for the program, manage credit card use and records, track scholarship allocations
  • Course & Curriculum Management- Draft course schedule and maintain course descriptions. Promote and coordinate course scheduling with other programs.
  • Data management and reporting- use tools such as Excel, Qualtrics, Recruit and BI/ MicroStrategy to analyze program data and develop reports about course performance, course evaluations, grade distributions, student surveys, course cost reports, and program assessment etc.
  • Assisting graduating students (PhD and MA) in formatting their dissertations and submitting the dissertation to the AU Library through the ETD system and coordinating between the students and faculty to meet deadlines for dissertation completion and submission.
  • Miscellaneous- In coordination with SIS Communication and Marketing, assist with writing and updating program faculty profiles and writes interest stories representing the Program. Executes and helps plan student program awards, periodic program events and doctoral program colloquia, faculty program meetings; prepares agenda, takes and distributes minutes.

2. Student Support:

  • Serves as a contact point for all prospective program students; arranges visits with faculty, current students, and other resources.
  • Supports doctoral students research travel by processing payments/reimbursements and ensuring compliance with AU travel protocols and procedures.
  • Directs student inquiries to appropriate resources/offices including coordinating with relevant university offices regarding accommodation and services for doctoral students with disabilities
  • Supports student associations for each program and collects feedback from students on program-specific matters. · Participates in student retention efforts.

Essential Functions (Continued)

3. Program Promotion, Communications & Outreach

  • Program Promotion- Provide support for key enrollment management events and functions, such as Grad Day, Open Houses, and Orientation. Assists admissions with recruiting events each year and coordinates outreach efforts according to specific program goals. Plans and participates in symposia, community-building, guest speaker and other program specific events to promote the program. These functions may be performed independently or in collaboration with the SIS Events team.
  • Communications & Outreach- In coordination with SIS Communications and Marketing and Office of Graduate Enrollment, maintains accurate marketing materials, and updates the Program’s website (with adherence to AU/SIS web policies) with current events and innovative marketing text. Leverages social media to promote the program and build a network with students, alumni and faculty. Administers the program’s listserv(s) and program email accounts. Facilitate connection to alumni by developing and maintaining relationships with program alumni and inviting alumni to events
  • Responsible to create a doctoral program newsletter which includes highlighting publications, grants, and other student achievement.

4. Special Project and Other Duties:

  • Collects and analyzes data for program strategic planning, serves on SIS and AU staff committees or task forces, staff program task forces as necessary.

Position Type/Expected Hours of Work

  • Full time
  • Coordinator/Analyst B
  • Non-Exempt
  • Occasional evening and weekend work will be required to support program events and activities.
  • This is a union-eligible position. The union-eligibility of individual position incumbents will be determined based on the incumbent’s employer of record.

Salary Range

  • Commensurate with experience

Required Education and Experience

  • Bachelor’s degree or equivalent
  • 3-5 years of relevant experience

Preferred Education and Experience

  • 4-6 years of relevant experience
  • Experience in a higher educational setting preferred.

Additional Eligibility Qualifications

  • Strong administrative experience, including project management, analytical, and problem-solving skills.
  • Skill using Microsoft Office suite including Word, PowerPoint and Excel to develop and maintain databases, develop briefings, presentations and reports and conduct data analysis.
  • Exemplary time management and multi-tasking skills.
  • Exemplary organization skills.
  • Exemplary written and verbal communication skills, including careful attention to accuracy and detail.
  • Excellent interpersonal skills and strong team-oriented mindset.
  • Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with student, faculty, university staff and peers on sensitive and confidential personnel matters.
  • Knowledge of major social media platforms and Internet research techniques.
  • Intercultural sensitivity and competence dealing with diverse populations required.
  • Ability to interact effectively with people of different cultures and work in a collaborative, multi-cultural environment.
  • Familiarity with survey applications (Survey Monkey/Qualtrics), data reporting systems such as Microstrategy BI and academic course management systems preferred.
  • Skill using CommonSpot, InDesign and/or Photoshop for web design and marketing a plus.
  • Hiring offers for this position are contingent on successful completion of a background check.
  • To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff.

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