Student Program Coordinator - 24294BR

Student Program Coordinator

Aerospace Engineering
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Student Program Manager will perform administrative and academic support duties for the Aerospace Engineering Department. This position reports to the Chair of Aerospace Engineering. Responsibilities include undergraduate student support; undergraduate program and records management; maintaining student advising handbooks and academic catalogs; engaging incoming students; creating and maintaining student recruitment campaigns; assisting with the annual newsletter; and managing website and social media accounts.

Successful candidates will demonstrate strong attention to detail, strong computer skills, exceptional written and verbal communication skills, organizational and interpersonal skills, as well as being self-motivated, reliable, friendly, and able to work diligently in a busy office environment. This position requires a self-starter who can multitask, think creatively, learn quickly, solve problems, see tasks through from beginning to end, and use discretion in handling confidential information.

Job Description

70% Student Support Duties:
  • Undergraduate Recruitment, Admission and Retention:
    • Respond to prospective student questions.
    • Assist with walk-in prospective student visits, which often include parents.
    • Establish student files for admitted students.
    • Coordinate student recruitment, retention, inclusion, and wellness campaigns
  • Coordinate with designated Engineering advisors, and provide faculty with current advising standards and tools as these evolve with time. Communicate regularly with faculty about policy changes and procedures.
    • Provide timely and updated curricular information, to include updated curricular flowcharts and advising guidelines
    • May provide training to advisors
    • Monitor department email and forward advising content
    • Communicate department curricular concerns, risk factors and intervention plans
    • Communicate to faculty the impact of academic policies on students
    • Assign faculty mentors to students
  • Undergraduate Student Enrollment Assistance and Policy Enforcement
    • Manage course substitutions, transfer contracts, study abroad course approvals, and prerequisite waiver petitions.
    • Administer the AE upper-level eligibility and prerequisite rules for all students, including checking progress each semester and informing students and advisors of appropriate steps to take when enrollment violates policy, and enforcing rules via administrative drops when appropriate.
    • Manage permission numbers and advising holds for enrollment.
    • Inform students of critical milestone/deadlines to ensure timely degree completion
    • Provide guidance to AE students on an ad-hoc, walk-in basis on academic and/or personal issues including academic policy issues, graduation checks and certification, and/or general administrative guidance.
  • Undergraduate Record-Keeping and Student Engagement
    • Work with faculty on concerns relating to course availability/scheduling
    • Work with Deans office on required advising documentation for ABET
    • Work with the School of Engineering undergraduate director to ensure degree progress reports are accurate and updated
    • Update information and coordinate approvals to the (Courseleaf) Catalog and Undergraduate Handbook each semester.
    • Administer performance and graduation status of all undergraduates, including honors, course prerequisites, administrative withdrawals, and dismissal. This includes checking prerequisites, upper course eligibility, graduation requirements, degree certification, and degree auditing, and assisting in department decisions regarding academic standing/student dismissal.
    • Collect data as needed on academic metrics, such as orientation data (math placement, etc), enrollment, retention, demographics, and other relevant student information.
    • Maintain database of graduated students

20% Other Academic and Department Support Duties:
  • Maintain departmental bulletin boards to present a timely and professional appearance
  • Maintain office records to include student awards and teaching surveys
  • Maintain department website and social media accounts
  • Coordinate and edit the annual newsletter, working with the Chair and faculty for content
  • Handle departmental correspondence, to include:
    • Monitoring departmental e-mail accounts
    • Preparing and sending meeting and event invitations
    • Preparing and sending department announcements
  • Support or delegate faculty requests for photocopying, scanning and preparing other documents for classroom use
  • Provide back-up for office reception when required, including supporting faculty, staff, students, and other call-in or walk-in traffic with requested information

10% Other duties as assigned by the Chair:
  • Make arrangements for meetings and events per request, most notably:
    • Colloquium ~6 times per semester
    • Guest Speakers
    • Advisory Board meetings each semester
    • Awards Banquet and Senior exit interviews each spring
  • Attend faculty meetings and take detailed minutes

Required Qualifications

  1. Bachelor’s degree and three years’ experience, including work with student development
  2. Demonstrated strong written and oral communication, and organizational skills, as evidenced by application materials.
  3. One year experience in Microsoft Office (Outlook, Word, Excel and Powerpoint), and in navigating and establishing use of on-line materials, as evidenced by application materials and interview.
  4. Demonstrated interpersonal skills and ability to work on a team, with a minimum one year customer service experience.
  5. Excellent written communication skills as demonstrated by application materials.

Preferred Qualifications

  1. Three years administrative support work in an institution of higher education with an emphasis on student advising, experience in dealing with curriculum administration, student progress, student transcripts, and one-to-one interaction with students.
  2. Evidence of knowledge of University and School of Engineering requirements, policies, procedures, and system-wide software tools relevant to student academic success
  3. Evidence of ability to prioritize to meet deadlines
  4. Evidence of strong attention to detail
  5. Evidence of experience with Web design or HTML
  6. Evidence of experience developing professional media using Adobe DC, Microsoft Publisher, Adobe InDesign and similar.

Additional Candidate Instructions

Please include cover letter, resume, and a list of three references with the online application.

Review of applications begins on March 6, 2023, and continues as needed to collect a pool of qualified applicants. To ensure consideration, apply on or before March 5, 2023.

Advertised Salary Range

Minimum $41,299 commensurate with experience and qualifications

Work Schedule

M-F, 8-5pm

Application Review Begins


Anticipated Start Date


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Posting Information
Posting ID:
Aerospace Engineering
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: