What are the responsibilities and job description for the Program Coordinator position at Lamar University?
Position Information
Posting Number
20112782
Position Title
Program Coordinator
FTE
1.0
Position Type
Staff
Department
College of Engineering Dept
Position Summary Information
Job Summary/Basic Function
About This Role:
This pivotal role, as the Program Coordinator within the College of Engineering and Engineering Institute for Energy and Petrochemical Industries (EPI) at Lamar University, goes beyond traditional administrative duties. It provides comprehensive support to the Director of Operations, three Associate Directors, the Dean, Business Manager, LUCOE, and University, facilitating a broad spectrum of operational activities. In addition to maintaining academic scholarships, assisting with senior design projects, coordinating career fairs, and managing COE/LU events, this position guides student workers, oversees purchasing, and manages accounts. Furthermore, it contributes to the preparation of briefing materials, coordinates travel arrangements, manages travel reimbursements, and handles confidential and sensitive communications both within the COE units and across the campus. Working closely with multiple COE and non-COE units, this role plays a central role in enhancing the operational effectiveness of the College and EPI.
- Assume the role of a manager, overseeing the Office of Operations’ schedule, handling inquiries from diverse offices and individuals, and utilizing a variety of computer applications (including Banner, Argos, Ad Astra, Cardinal Purch, Scholarship Manager, Slate, DegreeWorks, MS Office, etc.) to streamline essential processes and increase student enrollment/retention.
- Generate essential academic reports and manage daily operations, systems, reporting, and data analysis in the College of Engineering and Engineering Institute for Energy and Petrochemical Industries (EPI), facilitating the seamless execution of critical processes and promoting informed decision-making and continuous improvement efforts when it comes to student success, enrollment, yield, retention, career readiness, etc.
- Execute university accounting tasks, encompassing procurement, travel, and employment, utilizing computerized financial information systems, and applying management principles to contribute to finance, accounting, budgeting, and cost control procedures.
- Assist in the coordination and oversight of on-campus programs, events, and visits, facilitate industry collaborations, and support the administration of the Industrial Partnership Program. Play a role in enhancing online engagement through virtual campus tours and chatbot platforms, and contribute to the development of visit strategies, communication plans, and recruitment initiatives in collaboration with Operations leadership. These efforts collectively contribute to the successful promotion and management of campus visit programs for the Office of Operations, COE, and EPI.
- Assist and support a collaborative team of student success personnel, focusing on the effective delivery of student services. Work alongside COE and EPI advisors and coordinators, providing guidance, mentorship, and support to the team and students. Contribute actively to strategic planning and initiatives in student services while aligning the team’s efforts with departmental goals and the broader college mission. Participate in the design of programs to facilitate the transition of first-year engineering students and engage with student engineering organizations. Collaborate to address student needs, develop support programs, and improve student retention. Manage scholarship programs, ensure comprehensive academic advising, and use data analysis to enhance student success. Collaborate across departments for coordinated support and stay updated with best practices to enhance the student experience.
- Administer and oversee Cardinal Purch system processes, including submission, approval, tracking, and maintenance of purchases, serving as a liaison with Procurement, IT, Facilities, and Accounts Payable for necessary approvals. Additionally, evaluate and negotiate service contracts in coordination with the university’s purchasing department and manage cash-related functions, including accounts receivable, credit, and collections, to ensure the timely processing of billings, payments, and program revenue collection for the Office of Operations.
- Act as a valuable resource and mentor to lower-level staff and students, offering coaching and training to ensure effective issue management and the proper escalation of situations to the relevant staff members for resolution.
- Collaborate closely with the Director of Operations, Office of Operations Leadership, Budget Manager, Executive Assistant, and Dean, ensuring that task lists and follow-up activities are executed in a timely manner. Collect and prepare essential information for internal and external meetings and discussions.
- Provide vital support to the associate director in the marketing and recruitment team, collaborating in areas like marketing strategies, recruitment efforts, and communication. Contribute to the development and evaluation of the annual recruitment plan, participate in the cultivation of recruitment partnerships, and assist in the organization of recruitment visits and events. Correspond with prospective students and participate in marketing campaigns.
- Contribute to the development and management of a comprehensive database encompassing contacts, contracts, initiatives, and assignments, as well as the recording of meeting minutes and notes as required.
- Play an active role in coordinating College of Engineering and EPI activities and events, contributing to the vibrant atmosphere of the College.
- Serve as the welcoming face of the Lamar University College of Engineering and EPI Dean’s and Operations Office, assisting prospective students and their families in navigating the enrollment processes for the College.
- Serve as a point of contact for both routine and non-routine inquiries related to COE, EPI, and campus operations, policies, and procedures, and channel complex issues and situations to the appropriate staff for resolution.
- Provide valuable administrative and technical support for a wide array of special projects assigned by the Director of Operations, Office of Operations Leadership, and Budget Manager, contributing to the College’s ongoing initiatives and innovations.
- Manage the processing of office and student paperwork originating from various departments and academic advisors, facilitating administrative efficiency.
- Oversee the office phone queue, call center, and campaign delivery, ensuring effective and efficient communication within the College.
- Adapt to and perform other assigned duties as needed, contributing to the College’s overall operational effectiveness and success.
Key Competencies Include:
- Proficient in delivering high standards of customer service with a strong commitment to professionalism, courtesy, and efficiency when meeting the needs of clients, colleagues, industry leaders, representatives, faculty, staff, and students.
- Strong leadership skills, inspiring, guiding, and collaborating effectively with teams and individuals, coupled with project management expertise, exceptional attention to detail, and the ability to multitask effectively, even in high-pressure situations.
- Proficiency in advanced technical and computer skills to support administrative functions, including but not limited to the MS Office Suite, with a strong focus on PowerPoint, Excel, and database management. Familiarity with electronic calendar management and various videoconferencing applications like Outlook, Zoom, MS Teams, MS Office, etc.
- Displaying diplomacy, maintaining a professional appearance and demeanor, and consistently demonstrating excellent attendance.
- Excellent written and verbal communication skills, including strong editing and proofreading capabilities. Adept at interacting with staff at all organizational levels.
Proficiency in establishing and managing recordkeeping systems, budget preparation, fiscal management, and financial data analysis, including the preparation of reports, statements, and projections.
Who We Are:
Lamar University is a diverse and accessible global university for life-long learners with a passion for broad-based community engagement. As a vital contributor to the socioeconomic wellbeing and resilience of the Gulf Coast region, our expertise is recognized locally and beyond. Lamar University is home to more than 17,000 students and is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 100 degree options and a community that cares, Lamar students are always proud to be Cardinals.
Lamar University is committed to fostering a culture of diversity where students, faculty and staff of all backgrounds can learn, work, and serve.
Benefits:
At Lamar University one of the ways, we show value to our team members is by offering the following perks:
- Health, dental & vision insurance
- Life insurance
- State of Texas Retirement plans
- Tuition covered at 100% for employees, spouses and/or eligible dependent.
- Paid time off – vacation, sick, and holidays.
To see more information about the available benefits, please visit: Insurance – Lamar University
Minimum Qualifications
- Bachelor’s degree in related area. In lieu of degree, 4-5 years of equivalent work experience.
- Minimum 3 years of experience in student services, customer service, or other related service industry
EEO Statement
Lamar University is An Equal Opportunity Employer
Veteran's Preference Statement
Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.
Preferred Qualifications
- Prior experience in a college operations environment, demonstrating a familiarity with the details and demands of student outreach, admissions, and services.
- Proficiency and experience in utilizing a range of technologies, which may encompass, but are not limited to, systems like Banner, MyScholarships, various social media platforms, event design platforms, purchasing systems, event reservation platforms, Customer Relationship Management (CRM) systems/Slate, etc.
Security Sensitive Statement
This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.
Salary
Commensurate
Work Hours
Posting Date
12/18/2023
Close Date
02/21/2024
Open Until Filled
Yes
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