Pennsylvania State University
Academic Program Coordinator
🇺🇸 Hybrid - Malvern, PA
🕑 Full-Time
💰 $38K - $61K
💻 Other
🗓️ October 17th, 2025
Edtech.com's Summary
The Pennsylvania State University is hiring an Academic Program Coordinator. This role involves serving as a primary contact for students and faculty, managing communications, maintaining student records, supporting academic operations, and assisting with admissions, recruitment, and event logistics under the supervision of the Director of Academic Operations.
Highlights
- Primary contact for student inquiries and issue resolution
- Manage high volume of emails, calls, and visitors professionally
- Assist with student retention through strategic communication and monitoring
- Maintain digital student records, databases, and internal communications
- Provide support to faculty on course coordination and administrative needs
- Collaborate across departments to ensure smooth academic operations
- Support admissions, enrollment, and faculty recruitment processes
- Facilitate planning and logistics for meetings, workshops, and retreats
- Strong proficiency in Microsoft 365 tools: Word, Excel, Outlook, Teams, SharePoint
- Required qualifications: GED or High School diploma with 2+ years relevant experience for Intermediate level; Associate Degree with 4+ years experience for Senior level
- Salary range: $38,300 to $61,000
- Comprehensive benefits including medical, dental, vision, retirement plans, paid time off, and a 75% tuition discount for employees and eligible family
- Successful completion of background check required
Academic Program Coordinator Full Description
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
Penn State Great Valley in Malvern, PA is seeking a versatile and proactive Academic Program Coordinator to join our high-volume Academic Support Team. This dynamic role requires navigating a fast-paced environment while managing a wide range of responsibilities involving complex problem-solving and strategic multitasking. Reporting to the Director of Academic Operations, you will serve as a key point of contact for both students and faculty, driving coordination and communication across academic functions.
The ideal candidate thrives in a collaborative setting and approaches tight deadlines and shifting priorities with confidence, adaptability, and composure.
Responsibilities include, but are not limited to:
- Serve as the primary contact for student inquiries and concerns, resolving issues with thoughtful and effective solutions
- Manage a high volume of emails, calls, and visitors with professionalism and accuracy
- Assist with student retention efforts that require strategic communication and monitoring
- Maintain digital student records, databases, reports, and internal communications with acute attention to detail
- Provide proactive and responsive support to faculty members, assisting with questions, course coordination, communications, and administrative needs
- Collaborate across departments and university units to ensure academic operations run smoothly
- Support admissions and enrollment activities within the Academic Divisions
- Contribute to special projects and administrative initiatives that evolve frequently
- Step in to support fellow team members during periods of peak activity, shifting priorities, or absence
- Facilitate planning and logistics for meetings, workshops, and retreats, including travel arrangements and accommodations
- Support faculty search and recruitment processes with precision and confidentiality
Position Requirements:
- Excellent time management with the ability to prioritize, troubleshoot, and meet deadlines in a high-energy, multitasking environment
- Self-directed problem solving and the ability to carry out independent research when faced with challenges
- Strong proficiency in Microsoft 365 tools, including Word, Excel, Outlook, Teams, and SharePoint, with the ability to leverage them effectively in a collaborative and fast-moving office environment.
- Team-oriented mindset with outstanding interpersonal communication skills
Preferred Skills:
- Previous experience as an Academic Program Coordinator, Administrative Assistant, or similar role in a high-volume setting
- Advanced familiarity with Microsoft Office Suite, including Office 365, Teams, OneDrive, and SharePoint
- Experience working with student records databases or university systems
- Comfort with a range of office technologies and equipment
This role is ideal for someone energized by variety, eager to engage with students and faculty on a daily basis, equipped with a sharp eye for detail, and the agility to juggle multiple priorities and solve problems on the fly. It's a big job—but also a highly rewarding one.
For full consideration, candidates must submit a cover letter and a resume. Review of applicant materials will begin immediately and continue until the position is filled.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSIf filled as Academic Program Coordinator - Intermediate Support, this position requires:General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Academic Program Coordinator - Senior Support, this position requires:Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None
BACKGROUND CHECKS/CLEARANCESEmployment 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 & BENEFITSThe salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.
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.The Pennsylvania State University 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.
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