The Martin-Gatton College of Agriculture, Food and Environment department of Agriculture Economics seeks an Academic Program and Administrative Coordinator. This position will involve managing student travel logistics, assisting with prospective student engagement and new student onboarding, supporting the chair with administrative and assessment tasks, and contributing to the general operations of the department. The ideal candidate will have a strong background in administrative support, excellent communication skills, and a commitment to fostering a positive experience for students at both the undergraduate and graduate levels.
 

Key Responsibilities:
 

Student Travel and Logistics Management
 

• Coordinate and arrange travel for undergraduate and graduate students attending conferences, events, and academic competitions.
• Ensure students understand and adhere to university travel policies and procedures.
• Manage travel expenses, documentations, and reimbursements via systems such as Concur and PRD.
• Organize and maintain all travel-related documents, receipts, and reports for auditing and compliance purposes.

Prospective Student Support
 

• Act as the first point of contact for prospective students, providing program information and guidance on the application process.
• Assist with campus visits and communication with prospective students.
• Help with the preparation and processing of graduate assistant offer letters, orientation materials, and records in collaboration with the Director of Graduate Studies (DGS).

Onboarding and Curriculum Support
 

• Support the onboarding of new undergraduate and graduate students in coordination with the DUS and DGS.
• Assist in reviewing students’ academic progress and ensure compliance with curriculum and graduation requirements.
• Provide administrative assistance to DUS and DGS regarding curriculum updates and student advisement.

Administrative and Departmental Support
 

• Assist the Department Chair with administrative tasks, including organizing meetings, retreats, and special events.
• Take notes at departmental meetings and retreats and update the internal SharePoint site.
• Maintain departmental correspondence and files, ensuring accessibility and confidentiality.
• Serve as the department liaison with other university units and external organizations.

Data Collection and Reporting
 

• Oversee surveys of students, alumni, and other stakeholders to collect feedback and performance data.
• Assist in analyzing data for departmental assessment and program review, tracking key performance indicators (KPIs).
• Support faculty and leadership with data gathering for accreditation and reporting purposes.

General Administration
 

• Help the Department Chair with day-to-day administrative tasks and reporting requirements for the College and University.
• Advise on compliance with College and University governing policies and help ensure adherence across department activities.

Qualifications:
 

• Bachelor’s degree or equivalent experience in administration, student services, or related field.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with Concur, PRD, or similar systems.
• Excellent written and verbal communication skills, with the ability to interact effectively with students, faculty, and external stakeholders.
• Proficiency in data analysis skills.
• Knowledge of university policies and procedures is preferred but not required.
• Experience in higher education or a similar environment is highly desirable.
• Ability to work independently, take initiative, and collaborate in a team-oriented environment.