Academic Program Coordinator

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

POSITION SPECIFICS

The Department of Geography, in the College of Earth and Mineral Sciences, is seeking a candidate for an Academic Program Coordinator to serve as the coordinator for a variety of programs, processes and procedures. Reporting to the department’s Administrative Support Manager.

Responsibilities will include, but are not limited to:

• Build and maintain the undergraduate schedule of courses in LionPATH, process course substitutions and student audits, schedule final exams, process undergraduate add/drop courses.
• Manage undergraduate student information, databases, files, transcripts, and archive/shred student information as per University's retention guidelines.
• Compile and submit textbook and regalia orders.
• Process University Purchasing card reports, non-employee reimbursement reports, and travel reimbursement reports (SAP Concur)
• Coordinate domestic and international speaker/visitor travel arrangements and reconcile travel reimbursement reports.
• Respond to moderately complex undergraduate issues or questions regarding undergraduate courses as well as University, College, and Department policies and procedures.
• Support the Associate Head for Undergraduate Education with department and college level undergraduate programs.
• Generate, prepare, and maintain reports for budget purposes for Manager and Department Head. Monitor and maintain budgets; track expenditures, and processing of payment
• Support the planning and coordination of projects, submit facilities work orders, submit bids for renovations, coordinate faculty office moves.
• Coordinate award ceremonies such as gathering and uploading applications, compile documentation, order awards, create recipient letters, and send out invitations.
• Coordinate part-time hiring for graduate and undergraduate wage requests from faculty
• Serve as the department safety and lab safety officer to include regular meetings with the college’s facilities manager to coordinate and ensure the department is operating within the University's guideline and policies to keep faculty, staff, and students safe; track and distribute office/lab keys and maintain card swipe access system.
• Lead coordination and planning of special events, conferences, and other functions and reconcile these expenses in SAP Concur.
• Purchase supplies and equipment for faculty, staff, and students.
• Serve as a resource for others on a variety of subjects including office equipment, software application usage, and information processing procedures and handling department mail.
• Serve as the department receptionist and provide office support, greet visitors, provide information, and refer inquiries as appropriate.
• Assist with conference room schedules and other general office duties as needed.

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Preferred Experience Understanding of our financial system, SIMBA, SAP Concur, LionPATH, and PSUbuy, preferred but not required.

In addition, the final candidate should have:

• excellent written and oral communication skills
• strong attention to detail
• the ability to maintain confidentiality
• a commitment to fostering diversity, equity, and inclusion
• experience using student and financial information systems

Additional Information:

For full consideration, applicants must upload a cover letter and resume with their application.

Work Arrangements:

This position is eligible for hybrid work, with three days per week in the office and two days remote, at the discretion of Department Head. Questions related to flexible work schedules should be directed to the Hiring Manager during the hiring process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience

Required Certifications:

None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00. Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines