Academic Program Coordinator

Position Summary

The Department of Mechanical Engineering seeks a detail-oriented and highly organized Academic Program Coordinator to support the administration of its graduate programs. This position serves as the primary point of contact for prospective and current graduate students and provides administrative support to faculty, staff, and university partners regarding graduate education policies, procedures, and academic processes.

The Academic Program Coordinator manages a broad range of responsibilities related to graduate admissions, recruitment, student employment, academic records, fellowships, degree progress, and graduation. The position also coordinates recruitment events, maintains student and departmental records, assists with graduate program communications, and supports department committees and special projects.

Success in this role requires exceptional organizational skills, strong attention to detail, excellent customer service, sound judgment, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced academic environment. The successful candidate will be a collaborative team member who demonstrates initiative, problem-solving ability, and a commitment to supporting graduate student success.

This position offers the potential for a hybrid work arrangement that combines in-office and remote work. The specific arrangement will be determined by the supervisor based on departmental priorities and operational needs.

Key Responsibilities

Graduate Program Administration

Provides comprehensive administrative support for the department's graduate programs.

• Maintains graduate student academic, employment, and personnel records in university systems.

• Coordinates graduate student appointments, assistantships, fellowships, and employment documentation.

• Monitors student progress toward degree completion, including milestones, committee approvals, examinations, and graduation requirements.

• Advises students regarding departmental and university academic policies, procedures, and degree requirements.

• Processes administrative actions, including program changes, transfer credits, enrollment corrections, committee requests, and graduation-related documentation.

• Coordinates qualifying examinations, comprehensive examinations, dissertation defenses, and other graduate program milestones.

• Processes graduate fellowships and prepares required departmental and university reports.

• Maintains accurate records within university information systems, including Campus Solutions and the College of Engineering Graduate Management System.

Graduate Recruitment, Admissions, and Student Engagement

Provides administrative coordination and operational support for graduate recruitment, admissions, and enrollment activities.

• Coordinates graduate admissions using Slate, including reviewing applications for completeness and preparing materials for faculty review.

• Assists prospective students throughout the admissions process by responding to inquiries and providing guidance on application requirements and timelines.

• Coordinates admission decisions and prepares admission, funding, and financial support offer letters.

• Supports international student admissions by coordinating required documentation for visa processing.

• Tracks applications, admission offers, enrollment decisions, and admissions data.

• Coordinates graduate orientation and onboarding activities for newly admitted students.

• Plans and coordinates graduate recruitment events, campus visits, and information sessions.

• Arranges travel, lodging, meals, itineraries, and reimbursements for prospective students participating in recruitment activities.

• Coordinates schedules and meetings between prospective students, faculty, and department representatives.

• Collaborates with college and university partners to support graduate recruitment and enrollment initiatives.

Departmental Administrative Support

Provides administrative support for graduate education and departmental operations.

• Supports the Graduate Studies Committee by coordinating meetings, preparing materials, and distributing information.

• Coordinates building access and key distribution for graduate students.

• Assists undergraduate advising staff with scheduling and academic administrative processes as needed.

• Maintains departmental records, reports, and administrative documentation.

• Supports special projects and performs related administrative duties that contribute to departmental operations.

Other Duties as Assigned

Performs other duties as assigned to support the mission and operational needs of the department.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired through completion of the first two or three years of college, such as an associate degree in business, education, higher education, psychology, or a related field; one to three years of progressively responsible experience in university admissions, academic program administration, or a related administrative role; or an equivalent combination of education and experience.

Desired Qualifications

• Experience supporting graduate education, academic program administration, or student services in a college or university setting.

• Knowledge of graduate admissions processes and university academic policies and procedures.

• Experience coordinating graduate student employment, assistantships, fellowships, or related academic processes.

• Demonstrated ability to manage multiple priorities, consistently meet deadlines, and follow through on assignments with accuracy and attention to detail.

• Strong organizational, interpersonal, written, and verbal communication skills.

• Ability to exercise sound judgment, maintain confidentiality, and provide exceptional customer service.

• Experience with student information systems such as Slate, Campus Solutions, EBS, D2L, or similar enterprise systems.

• Proficiency with Microsoft Office 365.

• Demonstrated professionalism, dependability, initiative, and commitment to collaborative teamwork.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

A complete application will include:

• Cover letter

• Resume

• Names and contact information for three professional references

Work Hours

STANDARD 8-5

Website

ME.MSU.EDU

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends July 28, 2026 at 11:55 P.M.