INSTRUCTIONS FOR USING THE STUDENT ACADEMIC PROGRAM COORDINATOR TEMPLATE
TO CREATE A POSITION DESCRIPTION
Use the following Word template to create (e.g., add, delete, change) a Position Description to reflect
your departmental needs.
The template contains all 3 Levels of Complexity (i.e., A, B, C) in acceptable sentence format flags as
A level (1st level of complexity) has 18 different functions
B level (2nd level of compexity) has 28 functions
C level (3rd level of complexity) has 16 functions
o Delete flagged sentences, paragraphs, headings that DO NOT apply; what remains will result
in a complete position description.
As you revise the template to reflect your defined needs, keep the complexity level identifier flaged i.e.,
(A3), (B6), (C7) embedded throughout the document. Depending on your needs, there may be a
mixture of A, B and C levels.
o Select only one level of complexity, as outlined in the guidelines, paying attention to the grid
outline. Note: In some instances, there are three levels of complexity to choose from in others
there are either two or One. These are noted with AND/OR or OR. Select the one that most
closely describes the work assigned.
In PeopleAdmin, copy and paste the edited version of the description into the Essential Responsibilities
(Functions) field and remove the color coded flags, order functions in order of importance, add
percentages and any other duties not addressed here.
Attach the completed Word version of the Position Description with the complexity levels flagged in
PeopleAdmin. This will ensure a faster turnaround.
Assignments of Points-
Only 1 “point” is granted per assigned function. If performing at the “B” or “C” level, it is assumed
that the lower level is also assigned, if one exists.
The person actually performing the work receives the “point” vs. a supervisor/manager who has
oversight of the work.
Do not include work that is not performed on a regular and consistent basis. For example,
providing back-up or advising a few transfer students annually is not regular and consistent.
Therefore, the position would not be granted a “point” for this work.
If you have any questions, do not hesitant to contact your Compensation Analyst.
Link to Student Academic Program Coordinator Guidelines
#4722 “_” Assistant III or #4726 “_” Assistant III-Supervisor (if supervising); Performs functions outlined in the
1st level of complexity and less than 50% i.e., 13 or less of the functions outlined in the 2nd level of
#4725 “_” Assistant IV; Performs at least 50% of the functions outlined in the 2nd level of complexity i.e., a
minimum of 14 of 28 “B” functions.
#4354 Student Affairs Officer I or 4348 Student Affairs Officer I-Supervisor; Performs at least 75% of the
functions in the 2nd level of complexity i.e., a minimum of 21 of 28 “B” functions AND 25% of the 3rd level
i.e., 4 of 16 “C” functions.
#4353 Student Affairs Officer II or 4358 Student Affairs Officer II-Supervisor; Performs at least 50% of the
functions outlined in the 3rd level of complexity i.e., a minimum of 8 of 16 “C” functions.
Revised August 2012
STUDENT ACADEMIC PROGRAM COORDINATOR TEMPLATE
Advising and Counseling
First point of contact for advising (undergraduate AND/OR graduate) majors. Refer students to primary staff
and/or faculty advisor for more complicated advising questions (A3). OR Primary contact for advising for
(undergraduate and/or graduate) majors. Provide academic/personal counseling onacademic progress,
choice of major, completion of university, college and program requirements (undergraduate/B3 AND/OR
Manage student services and advising for (undergraduate AND/OR graduate) majors. Direct students to non-
classroom educational experiences that compliment/supplement classroom instruction. Provide
academic/personal counseling to students on academic progress, choice of major, completion of university,
college and program requirements. Counsel/advise students facing complicated or unusual issues impacting
performance, time to degree, or post graduate options. Responsible for identifying low and high GPA students
in the major. Counsel students experiencing academic difficulty, provide referral to Dean’s Office, Master
Advisor and/or campus resources. Analyze patterns of poor performance, assesses student perceptions of
contributing factors and develop strategies for academic success (undergraduate/C3, AND/OR graduate/C4
First point of contact for advising/issues for transfer students. Refer students to primary staff and/or faculty
advisor for more complicated questions (A5). OR Primary contact for program advising/issues for transfer
students (B5). AND/OR Assess/advise transfer of junior college credits (B6).
Train peer advisors (undergraduate only, B21).
Admissions and Academic Services
Provide administrative support to (undergraduate and/or graduate) committee charged with reviewing and
approving admission decisions (A2). OR As part of decision-making committee, review/approve admission of
(undergraduate and/or graduate) students (B2).
Evaluate substitutions/waivers from academic requirements, make recommendations on approval and denial
to faculty. Make transfer admission decisions based on established criteria. Provide analysis, make
recommendations to Dean’s Office and departmental faculty on complex transfer credit issues. Provide
analysis, make recomendations on matters related to admission/readmission (C2).
Review students’ work, course descriptions, and/or syllabi and suggest equivalencies. Evaluate/articulate
student’s academic transcripts from other educational institutions. Work with Master Advisors to approve
transfer credit and apply it to specific major requirements (in-state jr college/A7), OR out of state junior college
and or non-UC 4-year educational institutions/B7, OR out of state 4-year education and/or international
Administer, review and approve Intercampus Exchange Program and Admissions (B16). OR Develop
international course articulation agreements for Exchange Programs. Analyze and write terms/guidelines of
Conduct intial review/validation and submit to Dean for final certification of completion (undergraduate
only/B17). OR Delegated authority to certify completion of major degree (undergraduate only/C17).
Collect student petitions/forms such as Part-Time Program, Incompletes, and Grade Changes and submit for
primary staff and/or faculty advisor approval (A22). OR Administer, write review and approve continuing
students’ applications and petitions such as readmission, advancement to candidacy, admission to qualifying
examinations, changes of degrees and majors, Planned Educational Leave Program, and Part-Time Program,
Petitions for Exception to Employment Policy (B22).
Leadership in Policy Development (C13 select whole paragraph, if n/a, select either A13 or B13 below)
Initiate/develop college policies and programs affecting students in outreach, admissions, advising, retention
and academic progress. Review/evaluate impact of faculty proposals on curriculum planning, program
changes and advising services. Develop new approaches or methods for performing the broad range of duties
to meet program goals and objectives. Maintain liaison with campus support networks and services. Maintain a
Revised August 2012
broad working relationship with students, staff and academic personnel, officials of external agencies and the
general public to interpret, explain and implement student affair policy and procedures.
Program Development and Administration
Processes DaFIS transactions for fellowships and block grants, and student-related budgets (A8). OR Oversee
fellowship/block grant administration, DaFIS budget management, financial aid options for graduate students,
graduate student work study, grant management and writing, and training grant management (any
combination counts as only one C8).
Compile, submit and revise course evaluations (A9). OR Coordinate course evaluation/TA performance review
process (graduate only/B9).
Provide training/orientations for TA’s (graduate only/B10).
Participate as directed, and enter course schedules/revisions (A11). OR As part of the decision-making
committee, participate in course planning/scheduling. Implement program modifications for the major based
on discussions/observations with faculty, students, other advising staff, and/or based on statistics available.
Work with Registrar’s Office on scheduling, room assignments and revision quarterly. OR Prepare course
approvals/ revisions (B11).
Plan course offerings for administrative/faculty review, considering past course offerings, curriculum changes,
teaching assignments and faculty leaves. schedule, room assignments and revision. Work with Department
Chair on annual teaching assignments. Coordinate the preparation of course approvals and revisions (C11).
Maintain/enter courses via automated system. Initiate new/revised course requests through the course
approval system (A12). OR Initiate new/revised course requests through the course approval system, schedule
courses and oversee scheduling production and publication deadlines (B12).
Implement/administer curriculum p&p changes as directed by committee (A13). OR Serve on the
(undergraduate AND/OR graduate) Curriculum Committee. Participate in decision-making and implement
policy/procedural changes (B13).
Enter/query student data via DESI/BANNER systems (A14). OR Develop database, coordinate data for the
quarterly DESI (Instructional Activity Information System) report (B14).
Manage class enrollment (B18).
Administer payroll and personnel for GSR, TA, and Reader appointments (graduate only/B20).
Compile data for Program Review (TPPRC) which occurs every 3rd, 5th, and 7th year of graduate programs (A23).
OR Primary resource for Program Review (TPPRC) which occurs every 3rd, 5th and 7th year of graduate programs
(B23). OR Conduct research and initial analytical writing of the program review. Analyze, develop and
recommend short and long-range plans of program. Monitor advising program for significant trends on
Edit/update catalog (A26). OR Edit/design (graduate or undergraduate) student handbook, catalog and
updates (B26). OR Create, design and write new student handbook, catalog and updates (C26).
Provide summer session advising, coordinate summer session class schedules. Plan/administer Summer Advising
Program for freshman and transfer students (B27).
As part of committee, make TA assignments (graduate only/B28). OR Recommend to faculty or approve/assign
autonomously TA assignments and implement contractual requirements (graduate only/C28).
Enter/update department web pages (A29). OR Coordinate content web pages (B29).
Assist with accreditation activities as directed (A1). Or Coordinate accreditation site visits. Plan/coordinate
schedule including meetings with faculty, staff and students. Arrange visitation to classes/facilities. Provide pre-
and post-site visit information (B1).
Revised August 2012
Accreditation Quality Assessment Program Management (C1 if applicable, select whole paragraph)
Principal staff person responsible for management of continuous quality improvement process for the xxx
curricula as required by the Accreditation Board. Manage continuous evaluation process that examines
departmental curriculum, ensure achievement of program objectives and outcomes, incorporate results into
program improvements and demonstrate that the outcomes important to the mission, as well as the objectives
of the program, are being measured. Manage student portfolios, alumni, senior and faculty surveys, employer
surveys, and detailed/complex data on each course offered. Collect data from constituencies, extract
summary information, tabulate and present information to faculty review committee. Review/revise assessment
tools, and assessment process. Coordinate accreditation site visits. Staff resource to review team/administrative
faculty. Provide supporting documentation during visits. Plan/coordinate schedule including meetings with
faculty, staff and students. Arrange visitation to classes/facilities. Provide pre- and post-site visit information.
Assist in the preparation of interim reports/responses. Work with Departmental Advisory Board on assessment of
degree programs in the department as related to accreditation.
Outreach and Event Planning
Assist with logistical arrangements for on-going events such as Fall Welcome, Preview Day, Welcome Week,
Commencement (A15). OR Department representative and coordinator of on-going events such as Fall
Welcome, Preview Day, Welcome Week, Commencement, Orientation Week. Plan/coordinate
(undergraduate and/or graduate) workshops, seminars and conferences. Participate in seminars, workshops,
conferences, training opportunities to support students (B15). OR Independently identify the need for assessing
feasibility/resources, and develop new events (undergraduate AND/OR graduate) for students, outreach
functions, workshops, seminars and conferences (C15).
Assist with developing/marketing outreach activities (A19). OR Represent department at outreach/recruitment
functions including but not limited to Preview Day, High School Scholars Day, campus Open House Week, Picnic
Day, and by external organizations including community colleges and high schools. Plan (undergraduate
AND/OR graduate) workshops, seminars and conferences for target recruitments. Responsible for
outreach/advising publications (B19).
Assist with recruitment activities (A24). OR As part of the faculty committee, coordinate recruitment (B24).
As part of committee, determine recruitment targets (B25). OR Independently design, plan and develop
workshops, seminars and conferences for target recruitments (C25).
Supervision (select if applies)
Recruit, select, train, evaluate and take corrective action for (graduate AND/OR undergraduate) program
staff. Determine workload priorities and delegate work assignments to staff to meet objectives and goals.
Revised August 2012