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Academic Support Coordinator, Languages Literatures Cultures

Apply now Job no: 494820
Work type: Staff
Location: Newark
Categories: Academic Administration, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under general supervision of the Business Administrator and the Chair, the Academic Support Coordinator supports the day to day operation of the undergraduate programs for the Department of Languages, Literatures and Cultures (DLLC). The Academic Support Coordinator performs advanced tasks that require the ability to prioritize, exercise initiative and to think critically in order to solve problems as they arise. This person must have strong customer service/ interpersonal skills and be able to work effectively with diverse, multi-generational constituencies within the University and the broader community. A high level of independent judgment, initiative and problem-solving skills are required.

MAJOR RESPONSIBILITIES:

  • Serves as the point of contact and first level triage for the Department undergraduate program. Provide assistance in the resolution of inquiries and problems that arise. Resolve student inquiries which will include HR and payroll issues, Visa, funding, travel and academic issues that may arise
  • Provides academic support to the Chair during Course Planning process by the faculty/language sections. Utilizing the course planning information creates DLLC Schedules for all languages to include all faculty, adjuncts and teaching assistants. Develops, builds, and maintains the DLLC schedule of classes each semester, winter and summer session (to include meeting patterns, instructors’ names, Workload percentage, enrollment, Topic Titles, course credits, requirement designations, course and grading components, and special notes).
  • Manages all undergraduate department registration, waitlist, final exams and drop/add activities; monitors course/section enrollments and alters/adds/closes sections as needed; monitors related computer information systems and communicates changes, conflicts, etc. to faculty, language section chairs and the Department Chairperson.
  • Processes and submits forms for combined/dual listed courses, and cross-listed courses. Request final exams special accommodations from Faculty and submit Special Accommodations forms.
  • Marks all courses needing final exams in UDSIS by deadline.
  • Requests Experimental Course descriptions and Topics Titles from Faculty. Complete and submit online Experimental Course Descriptions and Topic Title forms to Registrar office by deadline.
  • Sets up courses and check Faculty/Undergraduate students to be evaluated in the Online Course Evaluation system. Notify students and Faculty/Undergraduate students when Online Evaluations will be available.
  • Maintains all undergraduate student personnel records and files, adhere to records retention guidelines, and ensure students’ progress towards degree completion.
  • Schedules courses utilizing UDSIS and Cognos reporting.
  • Requests Student Friendly Course Descriptions flyers from Language Chairs. Verify the information is up to date on the Department webpage.
  • Provides administrative support for the Department’s study abroad program including but not limited to keeping track of DLLC-led study abroad programs, creating flyers and disseminating information about study abroad programs, assisting faculty study abroad directors, and responding to inquiries concerning study abroad programs and scholarship. Compiles study abroad applicant information for DLLC sponsored scholarships, compile and verify DLLC study abroad course information, and serve as a liaison to the Institute for Global Studies. Provide support with compiling spreadsheets, organizing data, and preparing letters relating to DLLC sponsored study abroad programs and scholarships, some of which contain highly confidential information.
  • Manage, review and process Foreign Languages Certificate applications and respond to inquiries concerning Foreign Languages Certificate program.
  • Assists the Business Administrator in the preparation, submission, monitoring, and close-out process of grants.
  • Provides administrative support to the Business Administrator and Chair, Faculty and Students including: various web forms, distribute documentation, update and maintain various reports, photocopy requests, scan documents, Cognos reporting, conference room reservations, receive and screen in-coming calls and email inquiries and send P.O. box emails.
  • Receives and screens incoming calls, correspondence, forms, applications and contracts as well as assist walk-ins and serve as the first level triage for issues related to the Department of Languages, Literatures and Cultures. Provide assistance in the resolution of inquiries.
  • Coordinates administrative aspects of special events organized by the Department of the Languages, Literatures and Cultures as assigned.
  • Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS:

  • High school diploma or GED, Associate’s degree preferred, and three to five years of job-related experience, or an equivalent combination of education and experience.
  • Knowledge of office practices and procedures; working knowledge of University financial, human resources and academic operations.
  • Ability to make independent decisions and judgments in keeping with the level of the position.
  • Ability to handle multiple assignments concurrently.
  • Ability to analyze and interpret data, make independent decisions, plan, assign, review and evaluate the work of other personnel.
  • Ability to use advanced techniques in word processing, spreadsheet, database and presentation software.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Familiarity with or interest in a foreign language and/or foreign cultures desirable.
  • University experience is desirable.

Applications close: Eastern Standard Time

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