Academic Programs Coordinator I/II

Job Summary

The Academic Programs Coordinator provides administrative, operational and student services support for the U.A. Whitaker College of Engineering. The position serves as a resource for current and prospective WCE students and supports the day-to-day coordination of admissions, enrollment, student progression, and student success initiatives. This role works closely with faculty, administrators, and campus partners to coordinate student support processes, maintain student and program data, and support recruitment, retention, engagement, and graduation efforts. The position also supports committee operations, reporting activities, and other initiatives that advance the College’s strategic goals and enhance student experience.

About the Role

This role supports the College of Engineering in various capacities, including:

• Serving as the primary point of contact for current and prospective undergraduate and graduate students, providing information, guidance, and support regarding enrollment, degree requirements, academic policies, and graduation processes.
• Reviews admissions applications and provides guidance on the process.
• Participates in the implementation, administration, and evaluation of program policies and procedures to support program objectives and student success initiatives.
• Oversees the processing of tuition waiver and graduate assistantship applications making independent decisions regarding applications following prescribed guidelines and communicating outcomes to students.
• Conducts regular degree progression audits to assess progress toward degree requirements and graduation goals and ensure students remain on track for timely completion.
• Develops and maintains forms, procedures, and workflow processes supporting student progression and program administration, including thesis committee appointments, graduation requirements, exception requests, course substitutions, and other student processes.
• Maintains student and program records, databases, and reporting data.
• Collaborates with campus partners to provide students with resources, referrals, and advocacy.
• Supports recruitment, retention, and engagement initiatives through outreach activities and events.
• Provides administrative and operational support for graduate committees, college events, and other initiatives that advance program and college strategic goals.

Responsibilities

Typical duties may include but are not limited to:

• Serves as the primary point of contact for current and prospective undergraduate and graduate students, providing information, guidance, and support regarding enrollment, degree requirements, academic policies, and graduation processes.
• Reviews admissions applications and provides guidance on the process.
• Participates in the implementation, administration, and evaluation of program policies and procedures to support program objectives and student success initiatives.
• Oversees the processing of tuition waiver and graduate assistantship applications making independent decisions regarding applications following prescribed guidelines and communicating outcomes to students.
• Conducts regular degree progression audits to assess progress toward degree requirements and graduation goals and ensure students remain on track for timely completion.
• Develops and maintains forms, procedures, and workflow processes supporting student progression and program administration, including thesis committee appointments, graduation requirements, exception requests, course substitutions, and other student processes.
• Maintains student and program records, databases, and reporting data.
• Collaborates with campus partners to provide students with resources, referrals, and advocacy.
• Supports recruitment, retention, and engagement initiatives through outreach activities and events.
• Provides administrative and operational support for graduate committees, college events, and other initiatives that advance program and college strategic goals.

Requirements

Required Qualifications for Academic Programs Coordinator I:

• Six years of directly related full-time experience or, as an alternative, a Bachelor's degree from an accredited institution in Education, Science, Engineering, or an appropriate area of specialization and two years of full-time experience directly related to the job functions.
• Experience in customer service or related field.
• Experience with computer systems and proficiency in Microsoft office (Word, Excel, PowerPoint, and Outlook).

Additional Qualifications for Academic Programs Coordinator I:

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Knowledge of policies, procedures, and regulations pertaining to the position, including FERPA regulations and Florida State Board of Education policies and rules.
• Knowledge of or ability to learn student information systems.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Able to effectively manage the work of others by providing information, guidance and motivation.
• Able to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Able to work successfully as both a member of a team and independently.
• Able to take initiative, independently gather information, and effectively plan, organize, and perform work while handling numerous and competing demands.
• Able to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Able to operate a personal computer with proficiency in Microsoft Office and learn new applications and systems.

Required Qualifications for Academic Programs Coordinator II:

• Eight years of directly related full-time experience or, as an alternative, a Bachelor’s degree from an accredited institution in Education, Science, Engineering, or an appropriate area of specialization and four years of full-time experience directly related to the job functions.
• Experience in customer service or related field.
• Experience with computer systems and proficiency in Microsoft office (Word, Excel, PowerPoint, and Outlook).

Additional Qualifications for Academic Programs Coordinator II:

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Knowledge of policies, procedures, and regulations pertaining to the position, including FERPA regulations and Florida State Board of Education policies and rules.
• Knowledge of or ability to learn student information systems.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Able to effectively manage the work of others by providing information, guidance and motivation.
• Able to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Able to work successfully as both a member of a team and independently.
• Able to take initiative, independently gather information, and effectively plan, organize, and perform work while handling numerous and competing demands.
• Able to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Able to operate a personal computer with proficiency in Microsoft Office and learn new applications and systems.

Qualifications

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Knowledge of policies, procedures, and regulations pertaining to the position, including FERPA regulations and Florida State Board of Education policies and rules.
• Knowledge of or ability to learn student information systems.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Able to effectively manage the work of others by providing information, guidance and motivation.
• Able to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Able to work successfully as both a member of a team and independently.
• Able to take initiative, independently gather information, and effectively plan, organize, and perform work while handling numerous and competing demands.
• Able to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Able to operate a personal computer with proficiency in Microsoft Office and learn new applications and systems.

Skills

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Knowledge of policies, procedures, and regulations pertaining to the position, including FERPA regulations and Florida State Board of Education policies and rules.
• Knowledge of or ability to learn student information systems.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Able to effectively manage the work of others by providing information, guidance and motivation.
• Able to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Able to work successfully as both a member of a team and independently.
• Able to take initiative, independently gather information, and effectively plan, organize, and perform work while handling numerous and competing demands.
• Able to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Able to operate a personal computer with proficiency in Microsoft Office and learn new applications and systems.

Institutional Values & Behavioral Expectations

• Seek out new approaches to improve outcomes;
• Remain open for feedback and new ideas;
• Lead with integrity;
• Consistently produce high-quality work;
• Persevere to overcome obstacles to meet deadlines and achieve deliverables;
• Share information and insights thoughtfully;
• Build partnerships across departments;
• Communicate respectfully;
• Support colleagues to achieve common goals.