PAY GRADE: 29E

CONTEXT OF THE POSITION:

Under the general supervision of the Business Administrator II, the Graduate Services Coordinator manages all aspects of the administration of the KAAP undergraduate and graduate programs, serves as liaison with University faculty, staff, and students, as well as off campus organizations/contacts, and is responsible for the Programs, Department, and University policy applications. In conjunction with the KAAP Graduate Program Directors, this position coordinates all graduate administrative activities across multiple organizational units, specialized record keeping and database management, and/or specified information gathering projects and tasks are performed. This position directly supports the KAAP graduate programs and the respective Program Director, inclusive of: Applied Physiology, Exercise Science, Clinical Exercise Physiology, Athletic Training, and serves as a resource for the KAAP-BIOMS students.

MAJOR RESPONSIBILITIES:

Recruitment and Admissions

• Manages the graduate admissions process and provides support to Graduate Committees.
• Follows operating policies and procedures pertaining to student admission and progression through their respective graduate programs while maintaining compliance with related federal and State regulations, University/school policies, and program accreditation standards.
• Serves as the initial contact for prospective graduate students who inquire about KAAP graduate programs, answers questions accurately and completely. Advises prospective students on a broad range of issues pertaining to acceptance standards/requirements, and refers prospective students to appropriate faculty members as needed.
• Provides and tracks information for newly admitted students including initiation of offer letters, contractual agreements, funding forms, program information letters.
• Represents the department at off-campus, seasonal recruiting events. Assures the dissemination of accurate information about the department’s graduate programs to potential students by coordinating the design and content of recruiting publications, assists in the development of the department’s graduate web presence and online resources for potential students.
• Coordinates and schedules open houses, both virtual and onsite.

Program Administration

• Serves as a liaison to the UD Graduate College and Graduate Services Network to facilitate compliance with UD Graduate College policies and procedures.
• Manages and tracks graduate student funding to include graduate student contracts, SFAF, and onboarding. Works with program directors and faculty to determine teaching assistant and research assistant assignments. Reports to KAAP TA Committee.
• Responds to student inquiries and investigates to resolve problems. Triages student problems and refers to appropriate department faculty or administrative personnel.
• Maintains student records and databases used to track student performance, current academic status, and graduation information. Tracks course grades for appropriate follow-through and reviews transcripts to determine if coursework and student plans of study and pre-requisites are being completed.
• Manages KAAP undergraduate and graduate course scheduling in CLSS. Assist with classroom availability and resolve conflicts with the scheduling process. Creates finals schedule.
• Assists with graduate course enrollment.
• Evaluate, approve, coordinate, and document student requests for change of major in the Sports Health program.
• Promotes and schedules thesis and dissertation defenses in the department.
• Organizes and assists in the execution of summer orientation week for new and returning graduate students including department and university level trainings.
• Assign graduate students to graduate working space and updates seating chart for accuracy.

Administrative

• Prepare ad hoc reports using COGNOS, UDSIS, UDataGlance, and Access. Tracks data for national ranking purposes.
• Facilitate communication of information to OCM to be used in updating the department social media accounts and web content.
• Organize and maintain department files on Teams (including confidential files).
• Maintains KAAP student listservs, graduate mailing lists and contact lists. Maintains graduate program calendars.
• Composes complex letters and/or memoranda.
• Attends and reports at department meetings, takes meeting minutes as needed.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and three years of experience in college admissions, or equivalent combination of
• education and experience.
• Ability to independently manage an admissions program.
• 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.
• Strong computing skills developed through a variety of technology applications.
• Knowledge of Word Press software and University UDSIS and SLATE systems preferred.
• Knowledgeable of University of Delaware and KAAP graduate policies/procedures to be able to direct and enforce policies preferred.
• Demonstrated 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.

Special Requirements:

• Some weekend and evening work required.
• Peak times will require extended hours.