3574 Program Coordinator, Academic Assistance


TITLE Program Coordinator, Academic Assistance




IMMEDIATE SUPERVISOR Associate Provost of Student Development and Public Affairs



The Program Coordinator, Academic Assistance administers the Partners in Education (PIE) program by serving as liaison between the University, the student members of PIE, their identified partners, and faculty to address issues related to student academic progress. The Program Coordinator, Academic Assistance serves as the primary contact with identified partners (parents) regarding their student’s academic progress. The Program Coordinator, Academic Assistance advises students and their families, faculty, and the campus community regarding the PIE program and FERPA policies and procedures and makes presentations at Master Advisor workshops or other venues, as requested. The Program Coordinator, Academic Assistance works with students interested in individualized majors by determining the eligibility of students, assessing the viability of the individualized major, reviewing the student’s proposal, and forming the faculty advisory committee. The Program Coordinator, Academic Assistance promotes the individualized major program at the Majors Fair and the Showcase for Teaching and Learning. The Program Coordinator, Academic Assistance administers the Individual Review Program (IR) for conditionally admitted students, maintains records on IR students, generates statistical analysis and reports on these students, and tracks their academic progress throughout their college career.


Education: A Bachelor’s degree is required.

Experience: At least one year of experience in higher education is required, preferably in academic advising. Extensive knowledge of the University and its academic requirements and regulations, is preferred.

Skills: Strong oral and written communications skills are required. Excellent interpersonal skills, including conflict management, are required. Computer literacy, including word processing and database management are required. Organizational and time management skills are required.


1. Assists in the enforcement of policies and procedures related to the Family Educational Rights and Privacy Act (FERPA) by administering the Partners in Education (PIE) program, assuring the confidentiality of student records and compliance with FERPA, and making presentations regarding PIE and/or FERPA as needed.

2. Manages the Partners in Education program by serving as primary contact with identified partners (usually parents) and advising them about how their student can improve their grades, informing faculty and staff about the program, and maintaining the database of student members and their non-student partners.

3. Administers the individualized majors program by determining the eligibility of interested students to pursue an individualized major, assessing the viability of the proposed individualized major, advising the student on the development of their proposal and individualized majors in general, identifying faculty to serve on each student’s advisory committee, helping students prepare petitions for changes to individualized majors, and monitoring student progress through degree completion.

4. Promotes individualized majors as an option for students at the Majors Fair and Academic Advisor forums, developing promotional materials to assist in advertising this option to potential majors, and preparing annual reports on individualized majors for assessment purposes.

5. Serves as the liaison between the academic advisor assigned to advise Individual Review (conditionally admitted students), the Office of Admissions, and the Associate Provost of Student Development and Public Affairs to coordinate issues related to Individual Review students and tracks the academic progress of the students in this program for analysis and review.

6. Coordinates the review of mid-semester and final grade reports each semester for students with undeclared majors and students in the PIE and Individual Review programs.

7. Supports the Associate Provost of Student Development and Public Affairs by coordinating the scholastic actions and appeal processes for undeclared students, serves as the initial contact for students with concerns about grade reports received, and advises undeclared students about appeals processes.

8. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Provost of Student Development and Public Affairs.

9. Helps to ensure the overall success of the unit by performing all other duties assigned.


The Program Coordinator, Academic Assistance is supervised by the Associate Provost of Student Development and Public Affairs and supervises student workers.




Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 2 - 400 Points: Work involves services including collecting, processing, and disseminating information and providing advice to others. Work activities may be complex and likely affect the accuracy, reliability, or acceptability of further processes or services to the extent that others rely on the advice given in order to make decisions. Work activities typically affect the efficiency of the department but have relatively minor effects on operations within the cost center. Individuals in jobs at this level are often responsible for actively documenting, monitoring, and controlling expenditures. Incumbents may recommend minor expenditures, but have no substantive authority over budgets.