Key Responsibilities and Required Skills for University Program Coordinator

🎯 Role Definition

The University Program Coordinator is responsible for planning, implementing, and managing academic and co‑curricular programs that support student success, faculty collaboration, and institutional objectives. This role combines program administration, stakeholder engagement, operational oversight, budget stewardship, and data-informed continuous improvement to deliver high-quality educational experiences. Ideal candidates are experienced in higher education administration, event management, student support, and cross-functional collaboration.

Keywords: university program coordinator, program administration, higher education, student services, curriculum support, event management, budget management, stakeholder engagement, compliance, program assessment.

📈 Career Progression

Typical Career Path

Entry Point From:

Program Assistant or Administrative Assistant in higher education
Academic Advisor, Student Services Specialist, or Career Services Coordinator
Events Coordinator or Office Manager supporting academic departments

Advancement To:

Program Manager or Senior Program Coordinator (overseeing multiple programs)
Associate Director or Director of Academic Programs
Manager or Director of Student Affairs, Outreach, or Enrollment Programs

Lateral Moves:

Student Success Coordinator or Retention Specialist
Admissions or Enrollment Coordinator
Grants and Sponsored Programs Coordinator

Core Responsibilities

Primary Functions

Lead day-to-day administration of assigned academic programs, including planning, scheduling, resource allocation, and coordination with faculty to ensure course delivery, experiential learning components, and compliance with institutional policies and accreditation requirements.
Serve as the primary point of contact for students, faculty, external partners, and community stakeholders, providing consistent communication, problem resolution, and guidance on program processes, eligibility, and outcomes.
Coordinate curriculum logistics and academic scheduling: manage course sections, classroom assignments, registration deadlines, syllabus distribution, and coordination with the registrar and academic departments.
Plan, organize, and execute student recruitment, orientation, and retention initiatives—designing events, information sessions, and outreach campaigns that increase program enrollment and student engagement.
Manage program budgets and fiscal operations: prepare budget forecasts, monitor expenditures, process purchase orders, reconcile accounts, and work with finance to ensure cost-effective delivery of program activities.
Develop and administer program evaluation and assessment plans using quantitative and qualitative measures; prepare data summaries, program reports, and recommendations for continuous improvement to leadership.
Oversee logistics for events, field trips, practicums, and experiential learning opportunities, including vendor management, risk assessments, travel arrangements, and student safety protocols.
Maintain, track, and report on student records, progress, and compliance documentation; ensure confidentiality and adherence to FERPA and institutional data governance standards.
Draft and manage program communications across channels (email campaigns, web content, newsletters, social media) to promote initiatives, deadlines, and student opportunities, collaborating with marketing and communications teams.
Support faculty recruitment and onboarding for program teaching assignments: coordinate posting logistics, interview schedules, contract processing, and orientation to program policies and instructional technologies.
Develop and maintain partnerships with community organizations, industry partners, and internships sites to expand experiential learning, placement opportunities, and employer engagement for students.
Administer scholarships, fellowships, stipends, and student awards: manage application processes, eligibility screening, award disbursement, and reporting requirements.
Coordinate grant-funded projects and compliance activities: support proposal development, track deliverables, maintain documentation, and ensure adherence to sponsor and institutional policies.
Manage program-related technology and learning platforms (LMS, registration systems, CRM): troubleshoot user issues, coordinate updates, and train staff and students on system use.
Lead or contribute to recruitment strategy and admissions processes for certificate, professional development, or special programs: review applications, coordinate admissions committees, and support enrollment targets.
Supervise or mentor student employees, interns, and temporary staff assigned to program activities; create schedules, delegate tasks, and provide coaching and performance feedback.
Create operational policies, standard operating procedures, and flowcharts to streamline program workflows and ensure consistent delivery across academic cycles.
Conduct risk assessments and develop contingency plans for program continuity, including emergency response coordination and communication plans for campus and off‑site activities.
Prepare comprehensive reports, proposals, and presentations for internal stakeholders, advisory boards, and external funders that demonstrate program impact, ROI, and strategic alignment.
Maintain and analyze program KPIs and dashboards (enrollment trends, retention rates, satisfaction surveys), translating insights into actionable recommendations to improve student outcomes and operational efficiency.
Facilitate cross-functional committees, advisory councils, and working groups that support program governance, curriculum updates, and strategic planning efforts.
Ensure accessibility and inclusion across program activities by coordinating accommodations, implementing equity-minded practices, and liaising with disability services and multicultural centers.

Secondary Functions

Support ad-hoc reporting requests and maintain centralized program documentation for accreditation visits and audits.
Assist in marketing and content creation for program web pages, brochures, and recruitment materials to maximize reach and conversion.
Provide front-line support at program events and information sessions, including registration, check-in, and post-event evaluations.
Engage in professional development to stay current with higher education trends, compliance changes, and best practices in student services and program delivery.

Required Skills & Competencies

Hard Skills (Technical)

Program administration and operations management specific to higher education programs and non-degree offerings.
Budget planning, financial tracking, purchase order processing, and basic accounting reconciliation.
Data analysis and program assessment skills: experience with Excel, Tableau, Power BI, or similar tools for KPI tracking and reporting.
Proficiency with student information systems and CRMs (e.g., Banner, PeopleSoft, Ellucian, Salesforce CRM) and learning management systems (Canvas, Blackboard, Moodle).
Event planning and logistics management, including vendor contracting, risk management, and travel coordination.
Experience preparing accreditation documentation, compliance reports, or grant deliverables.
Strong written communication skills: drafting program materials, reports, grant narratives, and stakeholder communications.
Website content management and basic familiarity with CMS tools (e.g., WordPress, Drupal) and digital marketing/email platforms.
Experience supervising student employees, coordinating practicum placements, or managing internship programs.
Familiarity with FERPA, Title IX basics, accessibility laws, and privacy/confidentiality best practices.

Soft Skills

Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders concurrently.
Strong interpersonal skills and customer-service orientation when interacting with students, faculty, and external partners.
Problem-solving mindset with the ability to triage issues, develop solutions, and escalate appropriately.
Effective written and verbal communication skills for clear directives, presentations, and stakeholder updates.
Attention to detail and commitment to quality and compliance in recordkeeping and reporting.
Collaborative team player who builds relationships across departments and drives consensus.
Adaptability and resilience in a dynamic academic environment with shifting priorities and academic calendars.
Initiative and project management capability: plan, execute, monitor, and close projects with measurable outcomes.
Cultural competency and commitment to equity, inclusion, and accessibility in program design and delivery.
Time management and prioritization skills to balance operational tasks with strategic program development.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Education, Higher Education Administration, Business Administration, Public Administration, or related field.

Preferred Education:

Master’s degree in Higher Education, Education Leadership, Student Affairs, Public Administration, or a closely related discipline.

Relevant Fields of Study:

Higher Education Administration
Education Leadership
Student Affairs / Counseling
Business Administration / Management
Public Administration

Experience Requirements

Typical Experience Range:

2–5 years of progressively responsible experience in program coordination, student services, academic administration, or related roles within higher education or nonprofit settings.

Preferred:

3–5+ years of direct experience coordinating university programs, with demonstrable experience in budget management, event planning, CRM/LMS systems, program assessment, and stakeholder engagement. Experience with grant administration, accreditation support, or workforce development programs is a plus.