Academic Program Coordinator - Supervisor (Physics Department)

The Pennsylvania State University
paid time off, sick time, remote work
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Jun 09, 2025
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, seeNotice to Out of State Applicants. POSITION SPECIFICS The Department of Physics in the Eberly College of Science, is seeking an energetic, motivated, and experienced Graduate Program Coordinator (Academic Program Coordinator, Supervisor). The Graduate Program Coordinator's duties include providing administrative support to the Director of Graduate Studies (DGS) and professional support to students. Duties for the department include: Serve as first point of contact for all current, new, and incoming graduate students Coordinate and administer all facets of the graduate program Submit and terminate assistantships in WorkLion (the central resource for Penn State HR services, payroll, attendance, etc) Schedule graduate courses and update the graduate student listserv Some financial duties, including assisting with processing forms/paperwork for our graduate students Serve as a liaison between the Graduate School and students to make sure that all policies and procedures are being followed and that all pertinent information is being shared with the students Coordinate the graduate student recruitment process (includes Offers Letters and Terms of Offer); respond to prospective student inquiries; arrange campus visits (travel, lodging); monitor and update GRADS (Graduate Admissions Decision System) for applicants; and plan and coordinate the new student orientation Update Graduate Student Handbook, as directed by DGS, and department forms; assist students with course scheduling; update graduate course schedule each semester Monitor and update in LionPATH (Penn State's student information system) student progress toward achieving critical milestones, maintain student database, schedule all comprehensive exams and final thesis/dissertation defenses, and file the appropriate paperwork with the Graduate School Maintain spreadsheet of all graduate assistantships and submit all assistantships, including Terms of Offer and English Fluency forms, in WorkLion Supervise the undergraduate program coordinator. Candidates must be detail-oriented and a team player; have excellent customer service, communication, interpersonal, organizational and problem-solving skills; be able to handle multiple tasks and work independently and in a team environment. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None Additional Preferences: Proficiency in Microsoft Office 365 (SharePoint, Outlook, Word, Excel, Teams) and Adobe is highly desired. Additional Information Eberly College of Science is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. The hours of this position will be Monday through Friday, 8:00 a.m. - 5:00 p.m. Questions related to flexible work should be directed to the hiring manager during the interview process. 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 $46,400.00 - $67,300.00. 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. 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