PROFESSIONAL POSITION DESCRIPTION
Position Title: Program Coordinator, Summer/Winter sessions and Special
Initiatives
Division: Enrollment Management
Department: Office of Registration and Scheduling Services
Location: Portland Campus
Schedule: Full-time, flexible
Reports to: Director, Registration and Scheduling Services
STATEMENT OF THE JOB: The Program Coordinator is responsible for assisting the
Director in all aspects of scheduling and programming for Summer and Winter sessions,
and the Online, Evening and Weekend schedule for Fall and Spring semesters. The
Coordinator works collaboratively with the Director to develop strategic schedules and
programs that maximize enrollments; and (s) he works with colleagues across the campus
to implement schedules and programs to ensure high quality student and faculty services
and fiscal responsibility.
ESSENTIAL FUNCTIONS:
 Collaborate with Director in determining goals, priorities and strategies for
Summer, Winter and Online, Evening and Weekend schedules for Fall and Spring
semesters. Assists in identifying faculty members to participate in these
programmatic areas.
 Coordinate course offerings with academic units for fall and spring semesters; work
with Deans and Department Chairs to find courses, concentrations or other program
elements to offer during off-peak times/terms, so as to add value to the programs
for students and faculty.
 Monitor enrollments in year-round courses and advise Director on areas of demand,
course cancellations; notify Department Chairs faculty and students of course
changes.
 Coordinate and oversee all aspects of student registration and support services
necessary for students who participate in the departments programs. Coordinate
with all appropriate USM student services departments and staff to ensure students
are receiving high quality support in a timely and accurate manner.
 Assist Director in formulating strategies for marketing the department’s programs,
including web, social media, print collateral, advertising and public service/public
relations.
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Coordinate the implementation of all marketing strategies and tactics, insuring
accuracy, timeliness and effectiveness in attracting students and within established
budgets.
Coordinate logistical needs for all department programs, including contracts, travel,
room and board, classroom set-ups, AV and provisions for food.
Coordinate the generation of contracts and resolve payroll issues as needed.
Responsible for the correct and timely payment of all faculty contracts for
department programs.
Develop and implement regular meetings and presentations to inform all
departments and staff involved with aspects of Summer and Winter Sessions and
other programs within the department, to ensure efficient and effective registration
cycles.
Recommend policy and procedure changes/updates to the Director and other
appropriate University staff; edit policy documents for distribution to faculty and
students.
Compile and report year-end statistics on enrollments, revenue and expenses for
Summer and Winter sessions and other academic programs within the department.
Oversee the implementation of UMS financial and student service process changes
that affect the work of the Department of Registration and Scheduling Services.
SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*:
 Ability to provide own transportation (fully-insured vehicle), provide proof of a
valid driver’s license, and compliance with Maine law regarding vehicle insurance.
 Work on federally funded projects.
SUPERVISORY RESPONSIBILITIES: 1 CL2 staff. Responsibilities include, but are not
limited to, conducting performance evaluations, assigning work, providing orientation and
support, providing professional development resources and recommending people for
hiring or termination.
BUDGET RESPONSIBILITIES: Develops and administers budgets for assigned Summer,
Winter Sessions and Online, Evening and Weekend programs within the Fall and Spring
semesters.
PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE: Participate
in national conferences and professional development events to keep current with best
practices and emerging trends in enrollment management.
INTERNAL AND EXTERNAL CONTACTS:
Internal: University Deans and faculty, Division of Enrollment Management staff;
Online staff.
External: As needed
KNOWLEDGE, SKILLS, AND ABILITIES:
 Knowledge of summer, winter and evening/weekend and online academic
programming.
 Ability to work effectively with tenured university Deans and faculty.
 Skills in curricular coordination and academic advising.
 Skills in budget management and fiscall entrepreneurship within a university
setting.
 Knowledge of USM’s and UMS financial management procedures.
 Skills in public relations, marketing strategy and program development.
 Strong written communication skills.
 Management skills including program planning, prioritizing, supervising,
implementing and evaluating.
 Creative; ability to generate new ideas for growth.
 Ability to work collaboratively within the organization’s structure and as a team
member.
 Effective communication skills, including ability to use current communication
devices.
 Computer literacy and knowledge of Web site development methods.
 Ability to make effective decisions efficiently and under pressure.
 Able to travel among USM’s three campuses, to conferences, program sites, etc.
 Possess an attitude that fosters a respectful, non-threatening workplace
environment.
QUALIFICATIONS:
Required:
 Bachelor’s degree and a minimum of 2 years experience in a higher education
setting or equivalent combination of education and experience.
License/Certifications:

Valid motor vehicle driver’s license.
Preferred:

Master’s degree or progress towards a Master’s and 3-5 years progressive
administrative experience in academic programming, continuing education or
advising within higher education
*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential
responsibilities as listed above, or other licensure or certification, shall have the following additional applicable background
screening completed (in addition to regular and standard background screening) based on the responsibilities of the position:
Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or
License/certification verification.
Date Approved:
Date Revised:
Job Family:
Salary Band:
Unit:
CUPA code:
Employee:
Position #:
8/15/2015
18
102
UMPSA
410120
VACANT
00010508