Program Coordinator

About the role

This position is responsible for the administrative coordination and operational management of registration services within the Registrar’s Office. The Program Coordinator oversees registration operations, specialized registration processing, systems coordination, records maintenance workflows, reporting, compliance activities, and departmental operational support functions. This position supervises operational staff and coordinates complex registration-related initiatives while ensuring compliance with institutional policies, FERPA regulations, and applicable state and federal requirements. The Program Coordinator also serves as a primary liaison for registration operations involving specialized student populations, system processes, and university-wide registration activities. This position coordinates frontline, student-facing customer service functions in concert with the One Stop Director.

Responsibilities

• Manages registration operations and processes within the student information system, including specialized registration activities for contract programs, Early College, grant-funded programs, study abroad, first-year tentative scheduling, and Summer Transition initiatives.
• Oversees development and maintenance of the online Schedule of Classes in coordination with Academic Affairs, Financial Aid, Student Payment Services, and other university departments.
• Captures and maintains registration-related operational calendars and deadlines in collaboration with campus partners.
• Facilitates roster verification processes and communicates with Department Chairs, College Deans, and other academic units regarding compliance and deadlines.
• Develops and maintains academic calendar components related to registration and withdrawal processing.
• Establishes registration, add/drop, withdrawal, and related operational deadlines in coordination with University leadership.
• Supervises operational staff and student employees, including assignment and oversight of projects, training of staff, approval of timesheets, review and management of leave requests and completion of performance evaluations.
• Develops, reviews and maintains departmental procedures, operational documentation, training materials, and workflow resources with support from Registration Admissions and Records team.
• Creates registration training resources and registration instructional videos with assistance from Registration Admissions and Records team.
• Captures and maintains operational reporting, including community engagement statistics, registration processing metrics, and trend analysis.
• Runs and analyzes reports in Banner and Cognos to identify operational issues, data inconsistencies, and process improvement opportunities.
• Collaborates with the Associate Director of Student Information Systems and University Technology Services to troubleshoot system-related issues.
• Facilitates and oversees course pre-requisites process and related registration operational procedures.
• Processes Semester Schedule Plans (SSPs) and oversees related registration workflows, with Registration Admissions and Records team serving as backup support.
• Serves as the primary point of contact for cohort and advisor updates, with Registration Admissions and Records team serving as backup support.
• Serves as the primary point of contact for Early College registration coordination, with Registration Admissions and Records team serving as backup support.
• Facilitates Degree Audit and data cleanup projects with Front Counter assistance and support.
• Coordinates and manages registration-related communications, including portal messaging, operational notices, and campaign communications related to registration processes and deadlines.
• Captures and manages testing and validation of Banner patches, upgrades, and registration-related system changes.
• Manages updates of Registrar Services registration-related webpages, suggesting improvements and working with University Registrar to streamline and to consolidate information.
• Serves as Chair of the Student Billing and Late Withdrawal Committee, which includes compilation of supporting documentation, review and assessment of documentation provided, presentation of materials for committee review, subsequent communication with petitioners regarding outcome and reconciliation of student records of approved petitioners.
• Provides operational guidance regarding University registration policies, procedures, and compliance requirements to faculty, staff, and administrators.
• Affords operational support for special projects, operational initiatives, compliance reviews, and strategic process improvements as needed.
• Ability to work occasional evenings and Saturdays during peak registration periods.

Requirements

• Bachelor’s degree.
• A total of one (1) year (12 months) in education, training and/or work experience in the area of specialization inherent to the position.
• (Note: Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

Qualifications

• Demonstrated experience working in a university registrar’s office or comparable higher education administrative environment.
• Minimum one year of supervisory or managerial experience.
• Experience coordinating complex operational projects and facilitating meetings.
• Exceptional written, oral, analytical, and interpersonal communication skills.
• Experience with Ellucian Banner or comparable student information systems.
• Strong organizational, problem-solving, analytical, and decision-making skills.

Benefits

• University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS).
• Please visit our Employee Benefits page to learn more about our comprehensive benefits package including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System.

Pay

$53,000.00

Schedule

Monday - Friday, 8:30 A.M. - 4:30 P.M. (Hours may vary depending on departmental needs. Occasional coverage of the 10:00 A.M. - 6:00 P.M. shift may be required.). Required to work approximately four Saturdays per year from 9:00 A.M. - 12:00 P.M.