Program Coordinator

Job description

Job location: Coral Gables, FL

Employment Type: Full-time
Posted data: 2021-02-16
Req: R100045032
Current Employees:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The incumbent coordinates and supports the day-to-day operations of the Intensive English Program and the Intensive Language Institute with the goal of delivering high quality language programs to both international and domestic students. The incumbent is required to work professionally with members of the University – faculty, staff and students – as well as community members.


  • Serves as DCIE/ Program Designated School Official
    • Represents DCIE/IEP in immigration matters for F-1 students
    • Reviews application materials, issues I20’s to incoming students and manages I-20’s, including student transfers.
    • Responsible for timely and complete record keeping and reporting to the U.S. Department of Homeland Security.
    • Collaborate on change of educational level process with Associate Director.
    • Advises F-1 students on immigration regulations.

  • Works with internal stakeholders so that all programs run efficiently and effectively.
    • In conjunction with program administrators, establishes and implements the admissions process and manages day-to-day admissions processes.
    • Develop and monitor processes to ensure best practice response times to admissions applications.
    • Use University platforms and software to contact and communicate with prospective students via telephone, text messages, and or email.
    • Guides prospective students through the admissions process and records in University software.
    • Counsels and advises prospective and current students on information, procedures and admission requirements of the programs.
    • Manages all student files and records, including applicants, current students, and past students.
    • Verifies student information in Canelink, the IEP database, and other record keeping mechanisms.
    • Collects, tracks and updates student registration forms for tracking, reregistration and placement purposes.
    • Manages IEP/ILI files; supervises scanning and uploading process and ensures that record keeping requirements are met.
    • Maintains IEP semester records.
    • Maintains and updates standard operating procedures.

  • Collaborates on set up and delivery of ILI language programs
    • Creates and finalizes course agreements, and serves as liaison for clients.
    • Monitors and renews customized course packages as needed, requests, tracks course progression, enforces agreement policies and manages instructor course recording log.
    • Admits students, supports students in account set up, and requests course payments.
    • Manages attendance rosters.
    • Provides course completion certificate and progress reports.

  • Provides a high level of support to IEP/ILI administrators, students and programs.
    • Advises students regarding ILI/IEP program policies and procedures and operational functions.
    • Assists students – interprets requests and helps implement necessary action – advises program administrators when needed
    • Monitors and ensures IEP student immunization compliance
    • Supports multiple programs at once, maintaining timelines needed to successfully deliver programs.
    • Collects and compiles data which is used in producing statistical reports to enhance recruitment strategies and operational efficiency.
    • Prepares and provides support for IEP/ILI registration and orientation.
    • Manages and assists in the entering and preparation of IEP/ILI grades and certificates, verifies accuracy of information together with Program Directors.
    • Maintains and updates student acceptance packages and IEP student handbook
    • Prepares, monitors and manages IEP student attendance, advises students as needed.
    • Manages supply orders and is responsible for organization of supplies.
    • Provides student grades and attendance reports during mid- and final term or upon request to sponsored student advisors.
    • Prepares and administers the TOEFL exam; manages signup for exam; communicates with other offices about scores; distributes scores after exam.
    • Hires, trains, and oversees student assistants. Assists in the evaluation of performance of student assistants.
    • Promotes a teamwork environment.
    • Performs other duties and projects as assigned.


  • Ability and initiative to work independently and creatively with minimal supervision in a team setting in a seasonally busy and time sensitive environment.
  • Database management skills, including working with logic statements and Excel formulas to assemble and normalize bulk data.
  • Outstanding multi-tasking and problem-solving skills to ensure multiple and complex projects are accomplished successfully and on time in a fast-paced environment.
  • Excellent follow through and follow up skills.
●Advanced knowledge of MS suite (Access, Word, Excel PowerPoint) Windows and database linked objects.
  • Advanced knowledge of admissions management software and student management system or equivalent.
●Ability to provide superior customer service.
  • Strong commitment to educational excellence.
  • Ability to maintain a professional demeanor in a fast-paced environment.
  • Ability to maintain confidentiality.
  • Positive team-centered attitude with professional appearance and demeanor.
  • Excellent oral and written communication skills that includes cross-cultural communication
  • Ability to communicate with non-native English speakers in a way that they can understand. Foreign language skills preferred.
  • Work experience in a University environment is desirable.
  • Solid knowledge of IEP/UM policies and procedures preferred.
  • Knowledge of F-1 student regulations preferred.


  • Bachelor’s degree


  • Three (3) years of progressive related experience. Equivalent combinations of education/experience may be considered.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

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Pay Grade:





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Job No:
Posted: 2/17/2021
Application Due: 5/18/2021
Work Type: Full Time