Academic Program Coordinator, English
Job no: 499562
College / VP Area: College of Arts & Sciences
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 29E
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 English is housed within the College of Arts and Sciences and offers nationally recognized graduate and undergraduate programs. The Department currently consists of 44 tenure track, continuing track, and temporary faculty, 5 administrative staff, approximately 260 undergraduate students, 40 graduate students, and 8 postdoctoral trainees. Annual departmental research expenditures total approximately $200K per year, with a total department budget of over $10M per year. The Department also serves many undergraduate students, with over 5000 taught each year in approximately 275 class sections per semester.Under the limited direction of the Department Business Administrator (BA) and in coordination with the Department Chairperson(s), the Academic Program Coordinator, Department Operations is responsible for the coordination of departmental academic programs and a wide range of department, faculty, and staff operational needs and activities. The 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.
- Manages operational aspects of the departmental undergraduate and graduate programs to ensure student progress toward degree completion.
- Assists graduate and undergraduate students and faculty advisors with registration and scheduling issues, drop/add, overrides, transfer credit evaluations, change of registration without penalty, registration holds, and general advisement questions, in coordination with department faculty, the BA, the College Undergraduate Academic Services (UAS) team, the Graduate College, and the Honors College. Meets with walk-in visitors, including prospective students (high school, new admits) and their parents regarding academic requirements, career opportunities and University resources.
- Responds to inquiries, investigates, and resolves problems related to undergraduate and graduate transactions handled by the Department.
- Interpret and explain College and University policies and procedures to parents and prospective students as well as to current students and faculty.
- Develops curriculum guides to address issues unique to English majors and minors.
- Manages departmental course scheduling, in coordination with department faculty and the BA.
- Inputs all course data into UDSIS and manages classroom requests to secure rooms and avoid conflicts, in conjunction with other departments.
- Resolves conflicts of departmental courses with each other and with courses outside the department that are part of the departmental curriculum, and monitors enrollments to determine whether more sections need to be added or cancelled.
- Validates grade roster and faculty workload, approves change of Academic Program Plan webforms, makes faculty advisor assignments, and coordinates final exam schedules and course evaluations.
- Monitors progress towards degree for departmental graduate students. Works with faculty advisors to track and prepare for qualifying exams, dissertation proposals, and dissertation defenses.
- Coordinates with the Graduate College and resolves issues as they arise.
- Liaison to department faculty to edit the UD Course Catalog to reflect all changes in undergraduate and graduate course descriptions and degree programs and submits descriptions of proposed new courses and curriculum changes for approval.
- Participates in undergraduate and graduate recruitment efforts by advising applicants on general academic requirements, managing annual graduate recruitment events, and coordinating the Department's participation in a variety of special undergraduate admissions events including Decision Days and Blue & Golden Saturdays for prospective students, parents, faculty and others.
- Coordinates with UAS and Department Chair on graduate and undergraduate New Student Orientation.
- Manages and updates 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.
- Maintains 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.
- Conducts and/or facilitates data analysis as needed for the purpose of curriculum planning or assessment.
- Manages daily operations of the Department including:
- Manages event planning for department functions and special events, such as speaker series, faculty recruitment, and convocation, in coordination with College Events staff.
- Directs, maintains, and processes Department payroll for student workers, miscellaneous wage employees, and hourly graduate students. Reviews timesheets for accuracy, appropriate financial information, and runs ad hoc reports as needed. Troubleshoots with College HR as needed.
- 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.
- Responsible 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.
- Bachelor's degree in Business Administration or a related discipline and three years of job-related work experience, or an equivalent combination of education and experience.
- Advanced working knowledge of undergraduate and graduate academic and recruitment policies, procedures, systems, regulations, and standards at the University level is required.
- Ability to evaluate student transcripts and/or records. Knowledge of graduate academic standards and judicial polices governing academic misconduct and student recruitment and retention issues.
- 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.
- Proficient 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.
Applications close: Eastern Standard Time
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