Academic Program Coordinator

Michigan State University(MSU) • East Lansing, MI • 4h ago

Position Summary

The Academic Program Coordinator provides comprehensive support for the department's graduate programs by combining strong organizational skills with a student-centered approach. Serving as the primary point of contact for graduate students, this position coordinates graduate admissions, student services, academic administration, and program operations while helping guide students throughout their academic journey. The coordinator partners closely with faculty, university offices, and departmental leadership to administer graduate programs in accordance with university policies and ensure students receive exceptional support. As a member of the department's administrative team, this position collaborates across functional areas to support shared operations, continuity, and continuous improvement.

Graduate Student Services & Academic Administration:

Serves as a primary resource for master's and doctoral students while coordinating graduate student services and academic administration.

Maintains confidential student records, monitors degree progress, completes degree audits and GradPlan reviews, and processes academic forms and course overrides.

Coordinates annual student reviews, comprehensive examinations, dissertation proposal defenses, dissertation defenses, and graduation requirements, ensuring students and faculty are supported throughout the process.

Coordinates graduate assistant appointments and assistantship actions, maintains graduate funding records, and processes fellowships, awards, and conference and research funding.

Advises students, faculty, and staff on graduate policies, procedures, registration, degree requirements, university travel requirements, and program deadlines.

Graduate Program Operations:

Coordinates the operational administration of the department's graduate programs to support efficient program delivery and student success.

Maintains graduate office operations, program records, manuals, documentation, departmental website, curriculum and program information, and Graduate Curriculum and Program Committee (GCPC) support. Administers university systems including SIS, ESAF, GradPlan, D2L, EBS, Registrar forms, eGrad Fellowships, I-9 processing, and other assigned university systems.

Prepares department, college, and university reports; maintains program statistics and alumni outcomes; oversees records retention; and ensures compliance with university and departmental policies and procedures.

Graduate Recruitment & Admissions:

Coordinates graduate recruitment and admissions for master's and doctoral programs, guiding prospective students from pre-application through enrollment.

Maintains the graduate admissions application system, prepares applicant materials and reports for faculty review, and coordinates the admissions review process.

Serves as a primary point of contact for prospective, admitted, and incoming students, providing guidance on admissions, funding, enrollment, and program requirements.

Coordinates applicant visits, new student orientation, onboarding activities, and admissions communications while maintaining admissions records and documentation.

Department operations and Administrative Support:

Supports the department's administrative operations through shared responsibilities and cross-functional collaboration.

Coordinates office operations, including supplies, mail, copying, meetings, seminars, events, and unit travel authorizations and reimbursements, while maintaining shared departmental resources.

Collaborates with the Business Manager, Financial Manager, faculty, and administrative staff to support graduate funding, operational processes, shared documentation, and departmental initiatives.

Contributes to process improvements, maintains share

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