Program Operations Coordinator

Job Title: Program Operations Coordinator

Reporting Relationship: Director of Operations

Unit: National & Global

Department: School of Integrated Learning & Development

Campus Location: NGM Building, Marion, IN

Summary of Position:    The Program Operations Coordinator in the School of Integrated Learning & Development (SILD) is a vital force behind the success of our Educational Doctorate (EdD) programs. From guiding students through admissions to tracking their dissertation milestones and celebrating their program completion, this role keeps the program running smoothly. As the go-to connector for students, faculty, chairs, and committee members, this position will orchestrate key processes, manage important data systems, and create a seamless experience that empowers future leaders in education. The role also calls for substantive interaction with program faculty, especially the program chair. The Coordinator provides primary assistance to the EDD program, and secondary assistance to administrative staff and full-time faculty of the school as needed.

Duties and Responsibilities

• Admissions & Onboarding
  • Manage intake processes for Admissions Committee, including admissions surveys, document routing, and data entry using Smartsheets, Etrieve, and Google Docs
  • Assign new students to cohorts and set up or update dissertation course-shells in the system 
• Faculty & Committee Coordination
  • Collaborate with program leadership to assign chairs and committee members, communicate assignments, and maintain accurate records in tracking systems
  • Process New Teaching Agreements (NTAs), issue stipends, and manage training completion records 
• Academic Progress Monitoring
  • Track student progress across multiple systems (Smartsheet, Brightspace, Google Docs)
  • Record milestone completions, grades, and status changes (e.g., pauses or reactivations)
  • Maintain detailed records on paused students and cohort progression
• Program & Student Engagement
  • Attend all EdD program and cohort meetings; support meeting and program logistics as needed
  • Register and maintain information for chairs and committee members 
• Graduation & Hooding Support
  • Assist with organizing hooding ceremonies and related logistics, including space setup, and printed materials
  • Manage graduate records, advancement forms, and ceremonial documentation
  • Communicate and work across departments, for example marketing and vendors, for celebration and program needs 

Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.

Education

• Bachelor’s degree preferred

Experience

• Five (5) years of experience in higher education administrative support or similar role, Bachelor’s degree preferred
• Experience with doctoral programs preferred

Required Skills

• Strong organizational and communication skills
• Experience managing data across systems such as Smartsheet, Google Workspace, and DocuSign
• Ability to coordinate multiple stakeholders and maintain detailed records
• A commitment to supporting student and faculty success in a doctoral learning environment
• Proficient in Microsoft Office Suite, Google Workspace, Smartsheets, and Brightspace or similar systems
• Experience with Etrieve and DocuSign or similar document management systems
• Strong organizational skills with attention to detail
• Excellent written and verbal communication skills
• Ability to maintain confidentiality of sensitive information
• Demonstrated ability to work independently and as part of a team
• Strong problem-solving skills and ability to prioritize multiple tasks

IWU Kingdom Diversity Statement

IWU, in covenant with God's reconciling work and in accordance with the biblical principles of our historic Wesleyan tradition, commits to build a community that reflects Kingdom diversity.  We will foster an intentional environment for living, teaching and learning, which exhibits honor, respect, and dignity.  Acknowledging visible or invisible differences, our community authentically values each member's earthly and eternal worth.  We refute ignorance and isolation and embrace deliberate and courageous engagement that exhibits Christ's commandment to love all humankind.