Pay Grade: 29E

Context of the Job: 

Under the limited direction of the Department Business Administrator (BA) and in coordination with the Department Chairperson and Associate Chairperson(s), the Academic Program Coordinator (APC) is responsible for the coordination of departmental academic programs and a wide range of Department, faculty, and staff operational needs and activities. The APC interacts with and supports faculty, students, College and University administrators, and alumni to support the mission and goals of the Department, College, and University, and to advance departmental teaching, service, and research objectives.

Major Responsibilities: 

• Coordinate and originate all graduate student contractual agreements (GSCRF) and student funding forms (SFAF) for RA/TA/GA/Fellows and Student Account Credit Forms for other departmental funding. Maintain the TA schedules for each semester.
• Maintain a Google Funding Sheet for sharing funding information with Grants Analysts and COE’s HR Assistants to ensure that contracts are prepared accurately and in a timely fashion. Input the funding information into the Payroll Department’s Student Employment Mass Update (SEMU) system accurately.
• Manage departmental course scheduling, in coordination with Department faculty and advisors. Input all course data into UDSIS and manage classroom requests to secure rooms and avoid conflicts, in conjunction with other departments. Coordinate final exam schedules and course evaluations. 
• Resolve conflicts of departmental courses with each other and with courses outside the Department that are part of the departmental curriculum and monitor enrollments to determine whether more sections need to be added or cancelled.
• Liaison to Department faculty to edit the UD Course Catalog to reflect all changes in undergraduate and graduate course descriptions and degree programs, submit descriptions of proposed new courses and curriculum changes for approval in collaboration with academic advisors.
• Maintain the Department's undergraduate and graduate files, including but not limited to course syllabi, course descriptions, curriculum changes, enrollment records, and schedule records. Support faculty requests for UDSIS information regarding student academic issues and for referencing unofficial transcripts.
• Conduct and/or facilitate data analysis as needed for the purpose of curriculum planning or assessment.
• Manage the Undergraduate Summer Research Programs including but not limited to internal UD Summer Scholars, other internal summer research programs, and external programs like REU Site, including identifying participating students, coordinating funding sources with faculty and URP, creating and distributing offer letters, and setting up stipend payments to students.
• Manage the collection and dissemination of course and program evaluation materials for academic programs accreditation such as ABET, CAE accreditation, etc.
• Manage daily operations of the Department, including:
  • Manage event planning for Department functions and special events, such as Wednesday Tech Forum, seminar series, faculty recruitment, and convocation, in coordination with College Events staff, including itinerary, domestic and international travel, hotel accommodations, room reservations, and refreshments.
  • Direct, maintain, and process Department payroll for student workers, miscellaneous wage employees, and hourly graduate students. Review timesheets for accuracy, appropriate financial information, and run ad hoc reports as needed. Troubleshoot with College HR as needed.
  • Provide 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 COE Communications Team to access communications services.
  • Provide administrative support for the Department Chair and faculty, as needed.
  • Attend and take notes at departmental committee meetings for the undergraduate and graduate programs. 
  • Responsible for other operational needs within the Department, such as supply and standard equipment maintenance, donor acknowledgement letters, exam copying coordination, departmental mail, and records retention and filing needs.
• Assist with special projects and perform miscellaneous job-related duties as assigned.

Qualifications: 

• 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 communicate 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.
• Intermediate level proficiency with spreadsheets and databases.
• Experience with the 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, and Excel. Experience with UDSIS preferred.