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Academic Support Coordinator I, Psychological and Brain Sciences

Apply now Job no: 497052
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

The College of Arts and Sciences (CAS) at the University of Delaware is nationally recognized for its exceptional educational experiences and for integrating instruction, research, and public engagement. With 24 academic departments in the arts, humanities, social sciences, and natural sciences, more than 25 centers, programs, and institutes, and featuring outstanding research and teaching facilities, CAS serves over 7,500 students, is supported by approximately 400 staff, and maintains annual operating expenditures of over $121M. The College’s 600 faculty members emphasize the enduring value of an arts and sciences education and a deep commitment to excellence in scholarship and all forms of creative and intellectual expression, with sponsored research expenditures totaling more than $38.6M per fiscal year.

 

The Department of Psychological and Brain Sciences is housed within the College of Arts and Sciences and offer nationally recognized graduate and undergraduate programs. The Department currently consists of 37 tenure track, continuing track, and temporary faculty, 4 administrative staff, 27 research focused staff, approximately 1200 undergraduate students, 72 graduate students, and 7 postdoctoral trainees. Annual departmental research expenditures total approximately $4.0M per year, with a total department budget of over $9.6 million per year. The Department also services many undergraduate students, with over 6500 taught each year in approximately 95 class sections per semester.

 

Under the supervision of the Department Business Administrator (BA) and in coordination with the Department Chairperson(s), the Academic Support Coordinator I, Department Operations supports the coordination of departmental academic programs and a wide range of department, faculty, and staff operational needs and activities. The Support Coordinator interacts with and supports faculty, students, College and University administrators, and alumni to support the mission and goals of the Department(s), College, and University and to advance departmental teaching, service, and research objectives.

MAJOR RESPONSIBILITIES:

  • Assists with the daily operations of the Department including:
    • Supports event planning for department functions and special events, such as speaker series, faculty recruitment, and convocation, in coordination with College Events staff.
    • Aids with processing Department payroll for student workers, miscellaneous wage employees, and hourly graduate students.
    • Provides administrative support for internal communications, including updating internal intranet sites, internal newsletters, internal mailing lists, event promotion to internal audiences, and routine correspondence with faculty, staff, and students. Liaise with the CAS Communications Team to access communications services.
    • Provides administrative support for Department Chair and faculty, as needed.
    • Attends and take notes at departmental committee meetings for the undergraduate and graduate programs. 
    • Provides support for other operational needs within the department, such as telephone billing and maintenance, supply maintenance and standard equipment maintenance, donor acknowledgement letters, exam copying coordination, departmental mail, and records retention and filing needs.
    • Assists with special projects and performs miscellaneous job-related duties as assigned.
    • Provides administrative support to the Psychological Services Center (Clinic), to include purchasing supplies, posting payments in the client management system, invoicing and payment collection.
  • Supports the BA and/or the Academic Program Coordinator with responding to inquiries, investigating, and resolving problems related to undergraduate and graduate transactions handled by the Department. Works to develop an understanding of College and University academic policies and procedures. Assists the Academic Program Coordinator with departmental course scheduling, and inputting course data into UDSIS.
  • Supports the BA/Academic Program Coordinator with resolving conflicts between departmental courses and with courses outside the department that are part of the departmental curriculum.
  • Supports the BA/Academic Program Coordinator with monitoring progress towards degree for departmental graduate students. Provides support for faculty advisors in tracking and preparing for qualifying exams, dissertation proposals, and dissertation defenses. Supports coordination with the Graduate College and resolving issues as they arise.
  • Provides support with updating students' files and records. Checks various forms for accuracy such as grade checks, overload petitions, and curriculum changes; assists students in the completion of required forms that may contain confidential information.
  • Provides support with the maintenance of the Department's undergraduate and graduate files including but not limited to course syllabi, course descriptions, curriculum changes, enrollment records, and schedule records. Supports faculty requests for UDSIS information regarding student academic issues and for referencing unofficial transcripts.
  • Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS:

  • High school diploma or GED, associate degree in business administration preferred, or a related discipline and three years of job-related work experience, or an equivalent combination of education and experience.
  • Developing knowledge of undergraduate and graduate academic and recruitment policies, procedures, systems, regulations, and standards at the University level is required.
  • Ability to communicate with students the course prerequisites, certification, and/or curriculum/graduation requirements.
  • Effective organizational skills are essential.
  • Ability to interpret, adapt and apply guidelines and procedures.
  • Ability to communication effectively and interact well with people of all ages and diverse backgrounds.
  • Thrives in a fast-paced environment and is excited to advance and share in the success of highly successful programs.
  • Ability to grasp, retain, and disseminate an extensive and varied body of information; the ability to exercise sound judgment and employ decision-making skills.
  • Ability to gather and analyze statistical and financial data and generate ad-hoc reports.
  • A minimum of intermediate level proficiency with spreadsheets and databases.
  • Experience with University's student records system (UDSIS), graduate application database (SLATE), and accounting system (based on PeopleSoft) preferred.
  • Strong computer skills including use of Word, PowerPoint, Excel, and Access. Experience with UDSIS preferred.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

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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