| Job Description: |
The Academic Program Coordinator serves as the primary point of contact for student advising, student services, and departmental admissions coordination for the College of Veterinary Medicine’s online graduate programs. This role supports students across the full academic lifecycle (from inquiry and admission through enrollment, progression, and graduation) by providing accurate guidance, operational support, and proactive outreach in alignment with university and college policies.
The Academic Program Coordinator works closely with the Director of Online Graduate Programs, Academic Program Leads, and central university partners to ensure a consistent, compliant, and student-centered experience. The position applies established academic policies and procedures, coordinates admissions and enrollment processes at the department level, and escalates complex or exceptional cases as appropriate. This role does not set academic policy or make independent admissions decisions but supports their execution through coordination, communication, and student-facing support.
About the Programs: The College of Veterinary Medicine’s online graduate programs in Shelter Medicine and Veterinary Forensics support students who are deeply committed to improving animal welfare, public health, and community outcomes. Many students work directly in shelters, investigative settings, or related service roles and bring a strong sense of purpose to their academic work. This role offers the opportunity to support students whose work has a meaningful, real-world impact on the lives of animals and the communities they serve.
Duties include:
Academic Administration & Program Operations
•Support student registration, add/drop processes, degree certification, and graduation clearance in coordination with central university offices.
•Troubleshoot student record issues and coordinate petitions and related documentation for current students in collaboration with Academic Program Leads and Director of Online Graduate Programs.
•Coordinate and process student academic actions and internal documentation, including transfer of credit requests, course substitutions, and related approvals, in accordance with university and college policies; escalate complex cases as needed.
•Coordinate student-facing academic communications, ensuring consistency, accuracy, and alignment with program policies.
•Apply established academic policies and procedures consistently and refer policy interpretation or exceptions to appropriate leadership.
•Maintain program-related student data and provide requested reports to college leadership and university partners in support of admissions, enrollment, progression, and graduation processes.
Student Advising & Student Success Support
•Serve as the primary point of contact for students in CVM’s online graduate programs, providing guidance on program requirements, academic policies, enrollment processes, and degree progression.
•Advise students on course selection and academic planning in alignment with established program and college policies; escalate complex or exceptional cases to Academic Program Leads or the Director of Online Graduate Programs as appropriate.
•Provide proactive outreach to support student retention, progression, and timely completion of program requirements.
•Respond to student inquiries related to academic status, registration, graduation requirements, and general program navigation
Admissions & Enrollment Coordination
•Serve as the departmental liaison to central admissions support teams, coordinating admissions-related processes and communication for online graduate programs.
•Provide admissions guidance to prospective and current applicants, referring routine processing to admissions support teams and managing escalated or complex cases.
•Coordinate admissions review workflows with Academic Program Leads and submit departmental recommendations in accordance with established procedures.
•Prepare and submit petitions and supporting documentation to the College and Graduate School as required.
•Process final admissions decisions in the university student information system in accordance with approved departmental recommendations and Graduate School policies; prepare and issue official admission communications to admitted students.
•Support onboarding processes for newly admitted students, ensuring timely communication of next steps and program expectations.
Collaboration & Continuous Improvement
•Collaborate with the Director of Online Graduate Programs, Academic Program Leads, and campus partners to support consistent and compliant program operations.
•Identify recurring student issues or process gaps and recommend operational improvements to enhance the student experience.
•Contribute to documentation, workflows, and procedural updates related to student support and academic administration.
Other Duties
•Perform other related duties as assigned in support of student services and academic program operations.
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| Preferred: |
•One (1) to three (3) years of experience supporting academic programs, student services, admissions, advising, or related administrative or operational functions.
•Demonstrated ability to provide responsive, student-centered support in a virtual environment, including communicating with care and professionalism and building strong working relationships with students and faculty without in-person interaction.
•Experience working with student information systems (e.g., Campus Solutions, PeopleSoft, or similar SIS platforms) in an administrative or operational capacity.
•Experience using productivity and document management tools such as Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, Google Workspace, SharePoint, and similar platforms to support administrative workflows, documentation, and student communications.
•Experience coordinating admissions, enrollment, or student lifecycle processes, including application review workflows, record management, and student communications.
•Minimum of one (1) year of experience supporting academic programs, student services, admissions, advising, curriculum delivery, or related administrative or operational functions in higher education, professional education, or a comparable environment.
•Strong organizational, communication, and problem-solving skills, with the ability to work independently, manage competing priorities, and exercise sound judgment.
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