Academic Program Coordinator, Kinesiology and Applied Physiology
Job no: 499569
College / VP Area: College of Health Sciences
Work type: Staff
Categories: Academic Administration, Full Time
PAY GRADE: 29E
CONTEXT OF THE POSITION:
Under the general supervision of the Business Administrator in the Kinesiology and Applied Physiology (KAAP) Department, the Academic Program Coordinator manages all aspects of the administration of the undergraduate and graduate programs; serves as liaison with University faculty, staff, and students, as well as off campus organizations/contacts with responsibility for the Programs, Department and University policy applications. This position coordinates all undergraduate and graduate administrative activities across multiple organizational units; specialized record keeping and database management, and/or specified information gathering projects and tasks are performed. In addition, this position supports the Biomechanics and Movement Science (BIOMS) Program Director as well as the four KAAP Program Directors including: Applied Physiology, Exercise Science, Clinical Exercise Physiology, and Athletic Training with duties related to graduate student program administration.
- Supports, tracks, and coordinates the student recruitment, admissions, onboarding, and applications process, and the development of applicant data utilizing the University of Delaware and other graduate application systems (e.g. SLATE & ATCAS); reviews and screens applications for admission. Maintains communications with applicants regarding their application; represents KAAP and BIOMS programs at seasonal recruiting events. Composes offer letters and works with Graduate College to process deny requests.
- Communicates extensively and responsively with students, staff, and faculty. Responds to student inquiries, investigates and resolves problems. Circulates thesis/dissertation announcements. Maintains multiple graduate program calendars.
- Routinely monitors graduate applicants and respond to inquiries in the KAAP Applied Physiology, Exercise Science, Athletic Training, Clinical Exercise Physiology, and BIOMS Programs. Circulates applicant information and other issues for consideration to executive committees to Process new student enrollments, graduate contracts, and funding allocations.
- Coordinates visits to the Department of Kinesiology and Applied Physiology to include the following: tours; observing students in class or clinic; meetings with faculty, students, and Chair of the department and BIOMS Program Director. Assists with travel arrangements, open houses, and attends recruitment events. Organizes and presents at all Graduate Student New Student Orientations. Attends SACNAS, ABRCMS, and other conferences as assigned.
- Participates as a resource in KAAP Staff Administration, KAAP Graduate Program Director meetings, and BIOMS Faculty and Executive committee meetings. Organizes data and creates reports for KAAP and BIOMS Admissions Committees.
- Tracks admission data for national ranking purposes. Creates reports based on admissions data and statistical information; coordinates graduation and alumni surveys; creates reports based on results for use in annual KAAP department and BIOMS program reports and faculty annual meetings.
- Maintains student records and databases used to track student performance; current academic status; maintains graduation information; and tracks course grades for appropriate follow through; maintains files and spreadsheets of active, discontinued, declined, and alumni students.
- Tracks TA positions for all students and report to KAAP TA Committee.
- Advises prospective students on a broad range of issues pertaining to admissions/acceptance standards and requirements, appropriate coursework for entry into the KAAP and BIOMS undergraduate and graduate programs. Reviews transcripts to determine if coursework and student plans of study are being fulfilled and pre-requisites are being completed. Helps to announce, coordinate, and facilitate graduate student qualifiers, candidacy exams, proposals, and defenses as appropriate and to coordinate all required documentation of such activities.
- Maintain KAAP and BIOMS graduate class mailing and contact lists.
- Follows operating policies and procedures pertaining to student admissions and progression through their respective graduate programs, while maintaining compliance with related federal/state regulations and guidelines and overall University and school policies.
- Serves as a liaison to the Graduate College including but not limited to the following: interdisciplinary program development, recruitment initiatives regarding underrepresented minority students, and recruitment activities which may include representation at student conferences.
- Develops and publishes various student recruitment and admissions materials; responds to external inquiries from a range of constituencies with regards to admissions and financial aid. Update websites and undergraduate and graduate program forms.
- Responds to inquiries and investigates and resolves problems related to KAAP department, BIOMS program admissions, and students' academic progression; serves as liaison with other departments or units in the resolution of day-to-day administrative and operational issues.
- Coordinates KAAP department undergraduate and graduate meetings and BIOMS program Executive committee, faculty meeting, orientations and assist with student groups meeting arrangements.
- Performs a variety of support duties related to admissions, academic progress, and student funding administration. This includes initiating necessary forms related to student labor or contractual assignments. These forms include Job Employment Data Forms (JEDs), Graduate Non-Contract Pay forms (GNCP), Student Funding Allocation Forms (SFAF), Student Graduate Contractual Responsibility (GSCRF) forms, Department Data Forms, Criminal Background Check forms, etc. Processes student awards and fellowships from the Graduate College.
- Makes program related expenses for the BIOMS program, accurately allocates and documents procurement card transactions, tracks program related expenses for the BIOMS program budget. Coordinates programs related to undergraduate and graduate programs including academic seminars.
- Assists with seeking alternate funding mechanisms to support KAAP and BIOMS students.
- Manages KAAP and BIOMS undergraduate and graduate courses in UDSIS; develop reports to verify course information is accurate; makes necessary updates and changes to course information as needed (i.e. Basic Data, Meetings, Enrollment, Reserve Caps). This includes maintaining the course schedules in UDSIS and CLSS. Assist with classroom availability and solve any conflicts with the scheduling process. Creates finals schedule. Provide academic support to undergraduate and graduate students including course registration, enrollment, or scheduling issues, transfer of credit, advisor registration, billing assistance, final exam scheduling, etc. Act as liaison between registrars office and faculty.
- Prepares, confirms, and distributes semester schedules for all KAAP and BIOMS undergraduate and graduate classes; facilitates semester schedules and registration for students as needed; respond to course registration issues and questions; runs grade reports when necessary.
- Assists faculty with syllabus review, course evaluations, and other support as needed.
- Assigns faculty advisors for five graduate programs.
- Assists with cross-list and dual-list courses; experimental topic course submissions; Curriculog Proposals.
- Sets up Learning Management System sites for KAAP and BIOMS undergraduate and graduate classes when needed.
- Manages and updates admissions data on the KAAP and BIOMS graduate websites to ensure accurate information and posts news items related to academic programs.
- Serves on various committees including but not limited to: KAAP DEI Committee, GSN Leadership Team, CHS Graduate Program Directors Committee.
- Performs miscellaneous job-related duties as assigned.
- Bachelors degree and three years of experience in college admissions, or equivalent combination of education and experience¿ Ability to independently manage an admissions program.
- Knowledgeable of University of Delaware, KAAP and BIOMS graduate policies and procedures to be able to direct and enforce policies preferred.
- Effective organization, interpersonal and communications skills.
- Ability to prepare accurate and engaging correspondence to Faculty, Students, administrators, and prospective applicants.
- Ability to make independent decisions and judgments in keeping with the level of the position.
- Ability to plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.
- Ability to communicate and interact well with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment.
- Ability to use advanced techniques in spreadsheet, database, and presentation software.
- Ability to use discretion regarding personal and confidential matters.
- Knowledge of Word Press software and University UDSIS and SLATE systems preferred.
- Strong computing skills developed through a variety of technology applications.
- Ability to communicate technical information to faculty and staff.
- Some weekend and evening work required. ¿Peak times will require extended hours.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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