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Academic Support Coordinator, Mathematical Sciences

Apply now Job no: 495936
Work type: Staff
Location: Newark
Categories: Administrative Support, Student Affairs & Services, Full Time

Pay Grade: 27N

Context of the Job:

The Department of Mathematical Sciences Academic Support Coordinator position serves as the primary contact and support person for the Department¿s Undergraduate Program. The position interacts with the Department¿s approximate 300 Math Majors, handles registration concerns of undergraduates across campus colleges, and interacts with college advisors regarding enrollment into specific classes. The Academic Support Coordinator also handles course scheduling for all semesters and provides administrative support for over 100 courses per year. This position works closely with the Associate Chair and the Director of Undergraduate Studies.

Major Responsibilities: 

  • Serve as the primary point of contact for the undergraduate program. Interact with prospective and current undergraduate math majors as well as non-major students.
  • Receive and screen incoming calls from faculty, staff, students, parents, advisors, etc. Handle correspondence, forms, electronic requests and assist with walk-ins related to the Undergraduate Program.
  • Provide resolution of inquiries and problems that arise related to undergraduate major program, and MATH undergraduate courses.
  • Transfer of Credits 
  • Assist faculty committee members that review requests from UD undergraduate students to transfer course credits from other institutions. Using the MATH transfer matrix and/or syllabus or course description, check for course equivalency.

Course Scheduling 

  • Update course scheduling each semester, working closely with the Associate Chair.
  • Provide assistance to students, program directors, instructors, and advisors regarding MATH courses related to various majors across campus. 
  • Assist faculty with classroom assignments provided by the Registrar's Office and/or any room assignment changes.
  • Maintain the Ewing Computer Classroom schedule.
  • Maintain the common exam schedule.


  • Assist students with class conflicts via enrolling in, and/or dropping from, courses each semester, and consistently check enrollment numbers, especially for courses with labs so as not to over enroll.
  • Work closely with administrative personnel in various departments and colleges throughout the University to assist them in getting their students enrolled in the MATH courses they need.
  • Math Advisor's Coordinate departmental advising for all junior and senior math majors. 
  • Process S-contracts for faculty teaching overloads (identified by the Associate Chair) during the Fall and Spring semesters, and Special sessions in Winter & Summer. Route to Business Administrator for approval.
  • Process annual Math Awards/Scholarships 
  • Work with the Director of Undergraduate Studies and Associate Chair to determine recipient information for the various math awards/scholarships given each year.
  • Confirm available funds for each award program via information from the Financial Aid office and Dept. Business Administrator.
  • Send congratulatory letters to recipients and prepare Off Cycle Payroll requests for checks.

Special Events 

  • Handle catering for weekly Math Club meetings, set up the annual New Student Orientation including catering, coordinate the annual Undergraduate Research Mixer, including room reservation, catering, and media services equipment needs.
  • Serve as the departmental liaison with the Registrar's Office and Undergraduate Academic Services Offices and keep abreast of University policies and procedures related to course scheduling, undergraduate degree requirements, etc. 
  • Provide administrative support for special events and programs and other undergraduate recruitment and retention related activities, etc.
  • Assist with the allocation of expenses related to the undergraduate program and undergraduate students and researchers. 
  • Provide administrative support to other Department personnel including but not limited to the Business Administrator, Department Chair, Director of Undergraduate Studies, departmental undergraduate program related committees, special committees and projects, etc.
  • Participate in special projects and perform miscellaneous job-related duties as assigned.


  • 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. 
  • Experience in using standard computer software programs for word processing, creating mail merges for mass communication, spreadsheets or databases.
  • Experience with UDSIS, Cognos, PeopleSoft, UDataglance, and HR web forms preferred.
  • Working knowledge of University academic operations, policies and procedures preferred.
  • Experience in administrative support involving organization, attention to detail, and multi-tasking skills.
  • Experience in office practices and procedures. 
  • Experience in customer service involving effective interpersonal skills.
  • Ability to communicate effectively with people of diverse backgrounds.
  • Ability to make procedural decisions and judgments, analyze and solve problems and prioritize, plan and organize work.
  • Effective oral and written communication skills.
  • Ability to use discretion regarding personal and confidential matters.
  • Ability to maintain a positive and collaborative work environment.

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