Job Positions

Graduate Program Coordinator--13850

Categories: Not Region Specific


School of Education, Education Policy and Leadership Program


American University

Date Posted:

Jun 27 2022 12:33PM

Close Date:

Aug 27 2022

Position Description

The Graduate Program Coordinator is the principal point of contact for students in the education policy and leadership MEd Program ( This position is student-facing, monitoring students from admitted status to post-graduation to increase retention and enhance program quality. This position maintains an in-depth knowledge of, and is able to communicate with all stakeholders details about the SOE graduate programs, university regulations, and academic and graduation requirements in order to ensure that graduate students and our alumni have accurate information and guidance. This position is responsible for developing and regularly documenting student programs of study, maintaining student enrollment data, and assisting with the development of the SOE schedule based on these enrollment needs. The Program Coordinator must be very detail-oriented, able to multitasks and respond to students and other program stakeholders in an accurate and timely manner.


Essential Functions Student Affairs and Advising-
Advise and assist students in academic affairs, including course sequencing, registration, academic program planning, change in status, academic support needs, questions regarding changes, degree audits, questions about finances, and graduation. Requires an in-depth understanding of the program goals, outcomes, schedule of courses, and requirements. Work with program directors to manage programs of study, authorize registration approval each semester. Address and resolve problems or concerns raised by faculty, students and staff and other third parties regarding registration, scheduling, finances, student/accounts billing by communicating, reviewing, researching, and providing solutions to issues and concerns. Maintain a strong working knowledge of all University policies and regulations with a focus on graduate academic regulations relative to students and faculty. Communicate with students and the program director about program activities, including program requirements, schedules, events, alumni placement as well as registration and graduation procedures. Provide regular updates on student issues and progress. Maintain accurate records using university systems including tracking students’ graduation plans and documenting leaves of absence, withdrawals, and other student status issues.

Course Scheduling, Production & Management–
Working with the program director, document annual programs of study for the unit, including the number of students planning to enroll in each course each semester and assist with the development of the SOE schedule based on these enrollment needs. Requires a knowledge of the schedules of courses, requirements, and progression of enrollment procedures. Ensure that students are enrolled into the correct courses and sections to allow them to complete programs of study and receive financial aid. Input and update students of program of study in Goed or other university system. In consultation with the School of Education Dean’s Office, identify schedule issues and conflicts for resolution. Maintain a list of required courses offered each semester and ensure that all courses and sections of courses are created, offered, and enrolled in prior to the start of each semester. Activities and Events - Coordinate and facilitate all SOE student service functions including, but not limited to, open houses (on-campus and virtual), admitted students’ day, program orientations, events for current students, alumni events, and other program events. With the input of the program director, develop, review, produce and distribute handbooks for each program, and maintain all required handbooks and other program documents in a system. Coordinate the SOE graduation reception with the other program coordinators. Supervise work-study and graduate students (in coordination with the program director) trained in reception and general support, to ensure competence in carrying out duties for events in recruitment and retention activities in each of the programs. Facilitate regular communication in the form of newsletters, social media postings, and events to increase community within programs, and in alignment with university procedures.

Reporting and Administration –
Under the Direction of the Dean, Associate Dean, Assistant Dean, and program coordinator, provide data for reports on SOE students to internal as required. Communicate regularly with program director and the Assistant Dean on all activities and student services. Maintain and update reports in appropriate university systems including faculty scheduling, student course performance, course development reporting, and student engagement responses from surveys. Assist the Dean and program director with the preparation of reports to the DC government, federal agencies, and non-governmental oversight agencies.

Application Administration -
Receive and process all graduate applications for the program and communicate with the program director about the status of students in each phase of the application process, including prospective, incomplete and complete applications for application review. Coordinate the evaluation and decision process for graduate student admissions and merit and scholarship awards with the program director to ensure quality candidates are selected. Recruiting and Marketing- Collaborate with Program Directors, SOE leadership, and SOE recruitment and marketing staff to market the programs to appropriate groups. Identify markets for recruitment of students and maintain relationships with those organizations, institutions, and outlets. Recruit students for designated programs and communicate and collaborate with program directors about all recruitment activities. Assist the program directors with the creation of a marketing plan and implement recruitment strategies by coordinating recruitment events, maintaining and improving program websites, updating marketing materials, supervising campus visits, managing program advertisement, and maintaining a consistent and effective social media presence for the programs. Provide detailed information to prospective and incoming students on the admission requirements and application procedures. For online programs, the Graduate Program Coordinator works with the Senior Coordinator for Admissions and Onboarding.

Application Process

Institution Information

Get to Know American University At American University we value open and honest inquiry, servant leadership, and the affirmation of the human dignity of all. We envision a thriving AU community where individuals of all identities and experiences are understood, appreciated, and fully included, and where equitable treatment, opportunities, and outcomes prevail. Our diverse community of students, faculty, and staff represent every state and more than 150 countries. Our internationally recognized faculty are today's thought leaders in the areas of public policy, law, the arts, communications, international development, and more. Our staff are innovative, service-oriented, and dedicated to moving the university towards achieving its strategic goals. We are committed to an excellent experience for all of our students, faculty and staff and share a passion for creating change through our knowledge and our work.

Additional Information

Contact Information

Dr. Reuben Jacobson, Program Director, Education Policy and Leadership Program


Required Qualifications


Bachelor's degree in education or related field 3-5 years of relevant experience in academic advising or other academic program support work experience Skill using Microsoft Office suite including Outlook, Word, PowerPoint and Excel to develop and maintain databases, develop briefings, presentations and reports and conduct data analysis Skill using social media tools and technology for program and/or organizational marketing and outreach Exceptional communications skills are critical as public speaking will be an important component of the position Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with student, faculty, university staff and peers on sensitive matters Must be very detail-oriented, able to multitasks and respond to students and other program stakeholders in an accurate and timely manner Exemplary time management and multi-tasking skills Exemplary organization skills Excellent interpersonal skills and strong team-oriented mindset

Preferred Qualifications

Master's degree Skill using survey applications (Survey Monkey/Qualtrics), data reporting systems such as Microstrategy BI and academic course management systems preferred