Academic Program Coordinator - Fox Graduate School

Academic Program Coordinator

The Office of Graduate Fellowships and Awards Administration (OGFAA) within the J. Jeffrey and Ann Marie Fox Graduate School at Penn State is seeking an Academic Program Coordinator.

This position serves as the first point of contact for the Office of Fellowships and Awards Administration and communicates with program staff and faculty across the University, as well as responding to direct inquiries from students. The role provides direct support to the Director and Associate Director of OGFAA, oversees daily administrative operations with minimal supervision, coordinates meetings as needed, assists in organizing events / workshops with our Events Team, and is the University point of contact for the Student Tuition Assistance Program (STAP).

Key Responsibilities :

• Provide administrative support for the OGFAA office and communicate with program staff and faculty within colleges and other business units to respond to inquiries. Provide guidance based on university policies and procedures.
• Draft communications to send to college and program partners across the University
• Create and maintain databases; oversee OGFAA records retention, and compile thank-you letters for endowments.
• Monitor GRATS awards and deadlines, and process deferrals as needed. Primary contact for GRATS award funding rostering
• Receive, compile, monitor approval / denial status of Deans Distinguished Graduate Scholarship (DDGS) and DGF nominations, communicate approvals / denials with programs, and update awards in GRATS.
• Manage Sloan Scholar funding requests, maintain records, and ensure proper documentation.
• Coordinate Intercollege Graduate Degree Program (IGDP) recruitment nominations and manage related awards in Graduate Awards Tracking System (GRATS).
• Serve as the primary contact for the Student Tuition Assistance Program (STAP), managing the portal and coordinating with the Bursar's office on discrepancies.
• Manage faculty and student award competitions in InfoReady, including launching the competition, monitoring faculty reviewer status, and notify awardees.
• Assist Director with National Science Foundation Graduate Research Fellowship Program (NSF GRFP) congratulatory letters, SARI compliance, and other administrative tasks.
• Assist with planning and setup for events such as the University Graduate Fellowship / Distinguished Graduate Fellowship (UGF / DGF) Reception, Faculty and Staff Luncheon, and Financial Aid Day. Assist with commencement and support other Fox Graduate School events as needed.
• Monitor expenses for IGDP recruitment and travel.
• Provide administrative support for the Graduate Council Fellowships and Awards Committee.
• Coordinate and prepare agendas for meetings; take minutes.
• Update OGFAA webpages.
• Perform other duties as assigned.

Work Arrangement : The position is based at the University Park Campus. The successful candidate will operate 5 days per week in the office initially with the possibility of a hybrid schedule (4 days in office / 1 day remote) after demonstrated knowledge of the position.

Education and Experience : The successful candidate must be proficient in Microsoft Office applications. Experience with Graduate Awards Tracking System (GRATS), Graduate Admissions Decision System (GRADS), Lionpath, and event planning are a plus.

Skills and Knowledge : This role requires a high degree of organization and professionalism, ability to work independently and ask questions when needed, experience with administrative processes and systems, attention to detail, and ability to prioritize workload. Required skills and knowledge include the following :

Application Instructions : Candidates must submit a cover letter of interest and a resume for full consideration.

Minimum Education, Work Experience & Required Certifications : If filled as Academic Program Coordinator - Senior Support, this position requires : Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications : None If filled as Academic Program Coordinator - Intermediate Support, this position requires : General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications : None

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 $38,300.00 - $61,000.00. 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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.