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Academic Program Services Coordinator

University of North Carolina at Chapel Hill
Chapel Hill, NC

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Job Details

Position Type:

Permanent Staff (SHRA)

Is this an internal only recruitment?:


Position Title:

Student Services Specialist - Journey

Working Title:

Academic Program Services Coordinator

Position Number:


Vacancy ID:


Budgeted Hiring Range:


Pay Band Information:

To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.

Salary Grade Equivalent:


Full-time/Part-time Permanent/Time-Limited:

Full-Time Permanent

Hours per week:


Work Schedule:

Monday-Friday, 8am-5pm

Department Name and Number:

Envir Sciences and Engineering-463001

Date First Posted:


Closing Date:


Position Location:

Chapel Hill, NC

Position Posting Category:

Student Services

Department Description:

The Department of Environment of Environmental Sciences and Engineering (ESE) focuses on the interface between people and the environment with interdisciplinary programs in air quality, atmospheric processes, human exposure and health effects, and sustainable water resources, drawn from faculty expertise In the physical and life sciences engineering and policy. The Department of Environmental Sciences and Engineering (ESE) is an academic and research department located in the Gillings School of Global Public Health and has 24 faculty, 29 joint and adjunct faculty, 14 administrative staff members, and 7 research staff members. It has about 120 graduate students. The mission of the Gillings School of Global Public Health is to improve public health, promote individual well-being, and eliminate health disparities across North Carolina and around the world.

Equal Opportunity Employer:

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

Position Description:

The Academic Program Support Coordinator provides support to academic program administered or supported by the Department of Environmental Sciences and Engineering (ESE), as identified by academic program directors and other faculty associated with the program. Individuals in this position will have significant engagement with faculty and with Academic Coordinators, but will not generally engage directly with students as a primary responsibility. This position will be responsible for program support through maintaining databases, information tracking and reporting, and supporting the administrative aspects of student funding processes. This position reports to the Director of Graduate Affairs in ESE.

The Academic Program Support Coordinator (APCS) work directly with faculty Program Directors and the Academic Coordinator to facilitate the recruitment, admission, on-boarding, community building and education of our students. The APSC works with the faculty and the registrar to prepare the schedule of classes and classroom needs each semester. This position will maintain spreadsheets of applicants for the admissions committee, of current student data, and of alumni activity, and work with the graduate program director to prepare graduate student award offers and they assist in annual awards committee processes. This person interfaces with faculty and the associate chair with respect to new courses, syllabi, and the preparation of reports needed for training grants that provide critical funding to our students. They will be the point person, ensuring that forms and other documentation on the web and handbook are up to date. They will facilitate the events we take part in for recruiting and student-centered events for community building, and are the essential behind-the-scenes staff partner for all things related to ESE’s students.

Minimum Education and Experience Requirements:

Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Essential Skills, Knowledge and Abilities:

Managing Work Processes
Provide directional input on the flow of program services as needed within the unit and the school.
Provide support to Academic Coordinators to enable their communication with incoming students about admission, registration, job opportunities, and other logistics.
Verify students’ registration and may include manual registrations, drop/adds and cancellations/withdrawals in support of Academic Coordinators.
Ability to understand policies and apply them to various and unique situations to ensure performance standards are met.

Coordinate and manage the operations of the academic unit both independently and as a part of a team.
In support of the school Registrar, coordinate and perform the course scheduling operations and procedures to ensure that deadlines are met for student registration.
Identify and understand recurring issues to propose effective solutions or next steps with related rationale for these recommendations.
Ability to develop and implement internal processes and to prioritize workload as competing projects arise.
Function as a team member in support of all students’ groups administered by the ESE.
Ability to mentor and assist other team members in various areas of technical expertise.

Internal Customer Service
Develop and maintain effective working relationships with unit, school and campus wide.
Recognize the impact of individual decisions in other areas of the program.
Ability to employ de-escalation techniques and conflict management strategies when appropriate. Application of in-depth knowledge of Certificate Programs to improve existing programs and to develop new programs.

Information/Records Administration
Provide timely updates to student record keeping and accuracy of student records from application through graduation, and in accordance with student record retention policies.
Maintain student information database and apply regular updates for tracking student data and milestones to report on applications, admissions, enrollment, and graduation data in support of unit decision making.
Utilize and manipulate data from internal (ex., spreadsheet data maintenance) and external sources (ex., ConnectCarolina) for student data analysis and for unit course scheduling.

Decision Making
Knowledge and use of appropriate and effective courses of action as problems or issues arise with the varying and unique situations presented within the academic unit and the school. Ability to take action that is consistent with available facts and to anticipate consequences, seeking clarification or support from other unit members.

Ability to develop and oversee processes and operations, identifying opportunities for continuous improvement.
Proficiency with student information systems.
Ability to manage priorities and deadlines effectively and with attention to detail.
Track record of developing good relationships with faculty.
Ability to troubleshoot and problem-solve.
Ability to utilize data and develop & manage reports for use by program faculty.

Preferred Qualifications:

Bachelor’s degree strongly preferred.
Higher education experience preferred.Understanding of policies and procedures related to student and academic program tracking and reporting.

Stimulus/ARRA Funded:



The nation’s first public university is at the heart of what’s next, preparing a diverse student body to become creators, explorers, innovators and leaders in North Carolina and throughout the world. Carolina’s nationally recognized, innovative teaching, campus-wide spirit of inquiry and dedication to public service continue the legacy that began in 1795 when the University first opened its doors to students.

Here, in one of America's most beautiful college settings, we offer exceptional careers in richly diverse fields. Come explore what UNC-Chapel Hill has to offer you.

Undergraduate Enrollment: 19,117

Graduate/Professional Enrollment: 10,894

Total Student Enrollment: 30,011

Founded: 1789, as the first state university in the United States

Type of Institution: Public, four-year

Undergraduate Admission: 15,961

Graduate/Professional Enrollment: 10,039

Total Student Enrollment: 26,000

Faculty: 3,000

Percentage of faculty who hold Ph.D.s or the highest degrees in their field: 94 percent

Faculty/student ratio: 1/14

Location: UNC is located in the heart of Chapel Hill, the best college town in America! It's a friendly town of about 40,000 in the geographical center of North Carolina. Chapel Hill is at the western point of the Research Triangle, an area of about one million people, comprised of Chapel Hill, the cities of Durham and Raleigh, and the Research Triangle Park, home of many corporate offices and scientific research centers. Carolina is about 30 miles from the state capital, Raleigh, and 20 minutes from Raleigh-Durham International Airport.

Chapel Hill's main street, Franklin Street, borders the campus and offers shops, coffee houses, cafés, movie theaters and houses of worship. The town has a historic district, museum, library, parks, malls, and many recreational facilities.

Origins of Carolina's students: 82 percent of UNC's freshmen are from North Carolina and 18 percent are from out-of-state. Our students come from 42 different states and our international students represent 37 countries.

Size of freshman class: Approximately 3,400

Class size: Barely five percent of undergraduate classes contain more than 100 students; two-thirds of undergraduate classes have fewer than 30 students. Forty-one percent have fewer than 20 students, including First Year Seminars, in which first-year students work closely with professors.

Sports and athletic programs: UNC is an NCAA Division I school with 28 varsity teams. Carolina is the proud home of the Dean Smith Center, Kenan Stadium, Carmichael Auditorium, Koury Natatorium, and many other fine athletic facilities. Students join more than 60 intramural and club sports, which include baseball, bowling, crew, golf, lacrosse, rock climbing, rugby, tae kwon do, and ultimate frisbee. The Student Recreation Center offers weight training, aerobics, stair machines, and all the equipment you would expect to find at a great health club! Carolina offers a newly renovated outdoor pool and indoor pools, a golf course, tennis courts, and the longest zipline in America!

Number of residence halls: Incoming undergraduates will live in one of Carolina's 29 residence halls, which are wired for Internet access and cable television.

Scholarships and financial aid: About 40 percent of UNC-Chapel Hill students receive scholarships and/or some form of financial aid.

Special research institutes: Institute for Research in Social Science, Institute of Outdoor Drama, Morehead Planetarium, Kenan Institute of Private Enterprise, Institute of Government, Institute of African American Research.

Career services: On-campus counseling, job fairs, résumé writing service, internships, placement services.

Technological facilities: Students find multiple uses for Carolina's state-of-the-art technological resources. They can access Carolina's computer services through Academic Technology and Networks, which manages academic computing, e-mail, microcomputing labs, interactive media presentation, video and classroom support, and a help desk. The MetaLab oversees the development of SunSITE, one of the world's busiest digital library and electronic publishing projects.

Students may open e-mail accounts, and many use campus computer resources to construct personal Web pages. Students in residence halls have hardwired network connections to the Internet and cable television in their rooms. At the ATN Training center, students may take classes on software packages and utilities. Computer labs are available for student use all over campus.

Carolina Computing Initiative: Beginning with the freshman class of 2000, undergraduates must purchase laptop computers. The University has arranged for IBM to offer computers at excellent prices. Students, faculty, and staff will enjoy cost savings, higher quality compatible equipment, and better technical support through CCI.

The Study Abroad program allows students to live and learn in Europe, the Middle East, Asia and the Pacific Rim, Africa, and the Americas.

The Honors Program offers special seminars, research programs, and the chance to design your own independent studies.

Carolina students spend time in public service through student organizations, the Campus Y, the Carolina Center for Public Service, and courses that incorporate community service.

UNC's chapter of Phi Beta Kappa, a national collegiate honor society, is the oldest in North Carolina, dating from 1904. There are many other honorary societies at Carolina.

UNC offers ROTC programs in all branches of national military service.

Through the First Year Seminars program, first year students will understand what it means to study at a premier research university. They will learn from faculty members and share in their research in seminars of no more than 20 students.

Life outside the classroom: More than 370 clubs, teams, and student organizations offer something for everyone! You can choose from among musical and dramatic performing groups, publications, ethnic and religious clubs, the Campus Y and other service organizations, fraternities and sororities, and pre- professional organizations. Whatever your interests, you will find others at Carolina who share them!

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