Pay Grade: 29E

Context of the Job:

The College of Education and Human Development has two academic departments, the School of Education and the Department of Human Development and Family Sciences, and supports the Master of Social Work (MSW) program. The Graduate Student Services team in the Dean’s Office provides comprehensive support to graduate students in all stages, from prospective student to the application stage, and then supports matriculated students from new student orientation to graduation. Under the direction of the Senior Assistant Dean for Graduate Student Services and in coordination with the department faculty and the Graduate College, the Academic Program Coordinator provides a full range of student services for the College’s master’s programs through the graduate student life cycle, as well as assisting in some complementary undergraduate functions with 4+1 students. The CEHD master’s programs include: Master of Social Work (MSW), Human Development and Family Sciences, as well as master’s and specialist programs in Educational Technology, Literacy, School Psychology, Teaching English as a Second Language, Teaching Students with Disabilities, and Teacher Leadership. 

The APC is responsible for providing front office support for the Social Work program office, as well as assisting the faculty program directors and senior assistant dean in coordinating support for all CEHD master’s and certificate programs, including student retention and success. This position greets students, faculty and visitors who come to the Social Work office, provides accurate and timely support for all CEHD master’s program and CEHD certificate students, and coordinates degree clearance for all CEHD master’s and certificate students. The APC helps carry out the college’s priorities to meet needs of master’s students and provide high quality services to students in CEHD. In consultation with the Senior Assistant Dean, the APC must prioritize competing demands and regularly examine work methods and operational procedures and strive for continuous improvement.

Major Responsibilities:

• Provide front office support for the Social Work program office, including greeting and providing information and assistance for visitors, current students, and faculty, and general support for the Social Work program, including but not limited to:
  • Maintain and update social work program e-mail lists, contact databases, and calendars.  
  • Create orders and requisitions for needed Social Work program materials and activities.
  • Serve as a liaison with the Practicum Coordinator for practicum affiliation agreements with external agencies.
  • Track, file, and maintain practicum agreements, resumes, and relevant agency/student placement information in partnership with the Practicum Coordinator.
  • Answer and route practicum agency/student calls and inquiries as appropriate to the Practicum Coordinator.
  • Set up course schedules for SWRK courses and assist MSW students with registration. Set up SWRK course evaluations. 
• Assist in recruitment for CEHD graduate master’s and certificate programs, including but not limited to:
  • Serve as an initial connection for prospective students who contact the office to inquire about CEHD master’s and certificate programs. Answer questions accurately and completely and refer prospective students to appropriate faculty members as needed for further information.
  • Counsel applicants on application completion.
  • Utilize the Slate system and CRM to develop and send messaging to prospective and admitted master’s and certificate students.
  • Work closely with faculty program directors in recruitment efforts and provide information and reports to faculty and administrators.
  • Differentiate recruitment strategies for online and on-campus programs, and those aimed at full-time and part-time students. 
  • Promote opportunities for master’s programs to certificate students. 
  • Collect and analyze data and recalibrate strategy as needed.
• Coordinate operational aspects of CEHD master’s and specialist programs, including but not limited to:
  • Provide timely information to newly admitted students about curriculum, onboarding as a new student, and assign academic advisors in UDSIS.
  • Support transition of 4+1 students into their graduate program. 
  • Work with program faculty to monitor student progress toward degree using Stellic and enrollment reports and provide intervention as needed, including assistance to non-enrolled students with registering or requesting a leave of absence, incomplete grades, monitor time to degree completion, milestone completion, and students nearing graduation. Process course substitutions and exceptions, and enter milestone completion in Stellic. 
  • Receive and review Applications for Advanced Degrees for master’s students in preparation for graduation. Confirm and change expected graduation terms for students. Utilize the Stellic system to maintain and review degree audits, and coordinate degree clearance procedures for every student. Work closely with other team members and the Registrar to clear master’s students for graduation.
  • Check various forms for accuracy and process according to established procedures.
  • Update electronic files for all current master’s students, including at transition points such as graduation and withdrawal of students. Assist with the management of background clearances for master’s students working with minor children.
  • Coordinate with faculty program directors and the senior assistant dean to develop the content for program and recruitment materials. 
  • Provide administrative support for events including reservations and catering; develop internal communications to students, faculty, and staff regarding the events, academic deadlines, and other special opportunities throughout the academic year, as well as other routine correspondence with faculty, staff, students, and other University offices.
  • Determine and interpret student service needs on an individual basis, and initiate referrals to appropriate student and/or academic services; advise students on policy issues, act as student advocate, and resolve problems as necessary.
  • Prioritize and resolve administrative/procedural problems and issues. Review, analyze, and evaluate work methods and operational procedures for continuous improvement.
• Perform other job-related duties as assigned.

Qualifications:

• Bachelor’s degree in educational administration, student counseling, human services, social sciences, or another related field, and three years of related experience, or equivalent combination of education and experience.
• Excellent written and verbal communication skills, high attention to detail, effective problem-solving skills, and ability to follow projects through to completion.
• Working knowledge of graduate student recruitment techniques, academic policies and procedures, systems, regulations and standards is required. UD experience preferred.
• Ability to evaluate student transcripts and/or records and communicate course prerequisites, certification, and/or curriculum/graduation requirements.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Ability to interpret statistical and financial data and generate ad-hoc reports.
• Intermediate level proficiency in computer skills including use of Excel, mail merges, and presentation software.
• Experience with UDSIS, Stellic, and Slate or similar student data, CRM and application systems preferred.
• Ability to succeed in a fast-paced environment and is excited to advance and share in the operation of highly successful programs.

Special Requirements

• Occasional evening or weekend work at events is required.