Policy on Program Coordinators: Job Descriptions and Load Reduction

Owned by Hannah Hein
Oct 22, 2021
3 min read


COLLEGE OF VISUAL AND PERFORMING ARTS OFFICE OF ACADEMIC AFFAIRS

 POLICY ON PROGRAM COORDINATORS: JOB DESCRIPTIONS AND LOAD REDUCTION


The College of Visual and Performing Arts consists of seven schools/departments housing a wide range of undergraduate and graduate programs. In most cases, these programs are large enough that each are managed by a faculty member, usually with a full-time position. And while each program differs in terms of specific operational needs and may require differing levels of involvement on the coordinator’s part, across the college, these positions share a considerable number of similar duties.

Coordinators are responsible for overseeing day-to-day operations of their program, a task that demands considerable organization skills in a high pressure, high volume, fast-paced work environment. Coordinators have the opportunity to develop extensive and intensive contact with students and faculty and contribute with significant service by dedicating substantial amount of time and responsibility to their department or school.

RESPONSIBILITIES

In most academic units the program coordinator role includes:

Program Advocacy and Oversight

  • ensuring that the goals, curricular objectives, and values of the academic unit and their area are being met by the faculty, teaching assistants (TAs) and instructional assistants (IAs), and part-time instructors
  • acting as a liaison between their program faculty and the department chair/school director
  • coordinating program assessment and program review
  • conducting organizational meetings among faculty, TAs/IAs, and part-time instructors in their area
  • creating and distributing information, announcements, schedules, procedures, and any other information pertinent to their area
  • troubleshooting issues related to the delivery of the academic mission
  • representing the program at various recruiting and alumni events (i.e., Family Weekend, Orange Central, College Councils, etc.)
  • maintaining extensive contact with prospective and current students, alumni, and faculty
  • hosting visiting artists/scholars and faculty/staff candidates as necessary

Student Support and Advocacy

  • connecting with VPA’s Office of Academic and Career Advising and other offices on campus to support students in their academic, personal, and career pursuits
  • monitoring students’ progress, retention, time-to-degree completion
  • advising and assisting graduate students with program of study, master’s thesis defense, study abroad opportunities, comprehensive examinations and other academic activities

Hiring/Scheduling of Courses/Performance Evaluation

  • advising and assisting the department chair/school director in the recruiting and hiring of part-time instructors in their area
  • interviewing, training, supervising, and advising TAs/IAs and part-time instructors in their area
  • scheduling of course assignments within the program as necessary
  • overseeing approval of courses as well student recruitment and advising for Syracuse Abroad centers (if applicable)
  • evaluating the performance of program instructors and writing or contributing to the department chair/school director’s annual performance reviews of those instructors

Budget Oversight

  • collaborating with chair/director to assess the budgetary needs of the program
  • managing the operational budget of the program (review, approve, and track expenditures; prepare reports to the chair, as needed)
  • working with administrative staff in ordering equipment and supplies to meet course needs in the program
  • consulting with unit administrative staff, chair/director, and VPA’s office of budget and operations to ensure expenses are in compliance with college and university policies and procedures.

Given the nature of this work, some responsibilities of the program coordinator will overlap with the summer and during student breaks.

Compensation

Generally, compensation, where merited, will be in the form of a one-course reduction per academic year, or a $4,500 stipend in those cases where a course reduction is not possible.

Area-Specific Role Responsibilities

Additional duties may include the following (among others), depending on the nature of the program:

  • interviewing, hiring, and supervising work-study students (if assigned to the program)
  • oversight of and collaboration with college admissions regarding reviewing portfolios for prospective graduate or undergraduate students
  • organizing exhibits of student work in their area
  • maintaining and upgrading facilities in their area
  • ensuring that there is an awareness and overall atmosphere of safety in their area
  • acting as a liaison between their area and the University Health and Safety Department