Academic Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Two (2) years of full time administrative experience in an office setting. Computer proficiency in word processing, spreadsheets, internet search, and data management software. Experience with customer service.

Preferred Qualifications:

Two (2) years of full-time experience working in higher education. Proficiency with Excel, Teams and Qualtrics. Experience working with students and/or faculty/preceptors. Experience coordinating the delivery of programs/services. Proficiency with Stony Brook University platforms, such as Slate and SBU reporting.

Brief Description of Duties:

The Academic Coordinator provides comprehensive administrative, operational, and student support for all academic nutrition programs, including the Dietetic Internship (DI) and Master of Science (MS) programs. This role serves as a vital liaison between the Nutrition Division and various University offices, ensuring program compliance, successful student onboarding, and efficient daily operations. The ideal candidate will have excellent oral and written communication skills.

Duties:

Recruitment and Admissions Support

• Support student and intern recruitment by distributing marketing materials and responding to inquiries.

• Manage application files via platforms such as DICAS and SBU Graduate Admissions, ensuring files are complete and following up as necessary.

• Coordinate the interview process, including scheduling and compiling scoring data for candidate ranking.

Student Onboarding and Progress Monitoring

• Lead the onboarding process for new students, providing instruction on procedures and monitoring progress toward rotation requirements.

• Facilitate access to essential technical platforms, including LMS, Citrix, Powerchart, and email.

• Coordinate the issuance of hospital badges and access to specific department areas (e.g., Food Farmacy).

• Monitor student time and attendance via Google sheets, reporting any issues to program directors.

Academic Administration and Registrar Liaison

• Serve as the primary liaison to the Registrar for course offerings, catalog updates, and term activations.

• Maintain an internal database of all graduate students, tracking status, grades, and GPA.

• Facilitate program orientations and assist students with status changes, such as Leaves of Absence (LOA) or withdrawals.

• Clear students for graduation and complete ACEND Verification Statements upon successful completion of program requirements.

Site Management and Clinical Contracts

• Facilitate the management of contracts with external sites and preceptors for internship rotations and experiential learning.

• Work with Program Directors and the Contracts Administrator to secure new training sites and maintain a database of preceptor information for faculty use.

• Coordinate the appointment of preceptors to voluntary staff status.

Accreditation and Program Evaluation

• Support the preparation of accreditation-related documents, including annual reports, audits, and self-study materials.

• Coordinate logistics for accreditation site visits, including reviewer travel and on-site data compilation.

• Manage the distribution and analysis of annual surveys for students, alumni, and preceptors to update Program Evaluation Plans.

Operations and Event Management

• Plan and implement special events such as graduation, advisory board meetings, National Nutrition Month, and community cooking classes.

• Manage event logistics, including space booking, catering, invitations, and payment systems.

• Maintain the Nutrition Division’s website and social media platforms (Facebook, Instagram, and Wordpress).

• Purchase supplies and promotional materials and coordinate textbook updates with faculty.

Faculty and Human Resources Support

• Facilitate the hiring and onboarding of adjunct faculty and graduate assistants.