Academic Program Operations Coordinator

Job Title: Academic Program Operations Coordinator

Department: Academic Affairs

Reports to: Assistant Provost for Academic Administration

Status:

Full-Time, Benefit Eligible

Location:

Lisle Campus Rate: $24.08 - $26.44 Hourly

Position Summary: The Academic Program Operations Coordinator provides administrative, operational, and data management support for the Master of Public Health (MPH), Nutrition, Master of Clinical Psychology (MCP), Master of Science in Integrative Physiology (MSIP), and Health Professions Recommendations Committee (HPRC) programs. This position serves as a central resource for students, faculty, alumni, preceptors, internship supervisors, and program leadership.

Working closely with Program Directors, faculty, admissions, advising, and University offices, the Coordinator supports student success initiatives, maintains program records and databases, assists with assessment and accreditation activities, coordinates program events, and provides administrative support for program operations. The position plays a key role in ensuring efficient processes, accurate reporting, and a consistent student experience across programs.

Essential Job

Responsibilities:

1. Serve as a primary administrative resource for current and prospective students across assigned graduate programs by responding to routine inquiries, providing information about program processes and requirements, and connecting students with appropriate university resources. Assist with admission interview scheduling and provide administrative support to program directors and faculty through coordination of meetings, communications, calendars, and program operations. Process student forms, requests, correspondence, and other program-related documentation, and maintain official program files and records in accordance with university policies and procedures.
2. Coordinate the collection, analysis, and reporting of program data to support assessment, planning, accreditation, and continuous improvement efforts. Gather and monitor enrollment, retention, graduation, and student success metrics; maintain assessment and reporting systems; compile and organize survey results and stakeholder feedback; assist with annual reports, accreditation documentation, and program reviews; develop charts, dashboards, and summary reports; and support program learning outcomes assessment and outcomes tracking activities.
3. Support experiential learning and alumni engagement initiatives by maintaining internship, field experience, and alumni records; coordinating internship and field placement processes; monitoring completion of required experiential learning documentation; supporting evaluation and feedback processes involving students, supervisors, and preceptors; assisting with the transition to electronic record systems; and helping develop and maintain alumni engagement activities, professional networking groups, and employer partnerships.
4. Coordinate student engagement initiatives and program events by planning and supporting orientations, student recognition activities, networking events, workshops, guest presentations, and other co-curricular programming. Responsibilities include scheduling activities, reserving facilities, coordinating supplies and materials, managing event logistics, providing on-site support, distributing awards and recognition items, and assisting peer mentors, student leaders, and program ambassadors in the implementation of engagement activities.
5. Support graduate program recruitment and marketing efforts by updating promotional materials, brochures, flyers, presentations, and recruitment displays; coordinating website and social media updates; assisting with recruitment events, graduate fairs, and prospective student outreach activities; developing student and alumni spotlight features; and supporting communications designed to enhance program visibility, enrollment growth, and stakeholder engagement.
6. Provide administrative support for strategic initiatives and academic program development by assisting with curriculum revision and approval processes, coordinating documentation related to new program proposals, supporting implementation activities for newly approved programs, contributing to projects that enhance operational effectiveness across campuses and instructional modalities, and performing other duties as assigned in support of institutional priorities and programmatic goals.

Other

Functions:

1. Participate in college, department, and university events.
2. Assist with special projects, accreditation reviews, and strategic planning initiatives.
3. Collaborate with faculty, staff, and administrators to improve operational efficiency and student services.
4. Provide administrative coverage and assistance during peak operational periods.