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University of Delaware

Location: NewarkDE 19716 Document ID: AD151-4869 Posted on: 2019-07-0207/02/2019 Job Type: Regular

Job Schedule:Full-time
2019-08-01
 

Academic Support Coordinator, Joseph R. Biden, Jr. School of Public Policy and

PAY GRADE: 27N

CONTEXT OF THE JOB:

The Joseph R. Biden, Jr. School of Public Policy and Administration provides undergraduate and graduate education, research, and public service in the fields of leadership, urban affairs, public policy, public administration, energy and environmental policy, and disaster management. The Biden School hosts approximately 30 faculty and 55 professional staff in addition to approximately 270 undergraduate majors, 250 undergraduate minors and 250 graduate students in its 10 academic programs

Under limited supervision of the Graduate Services Coordinator, the Academic Support Coordinator provides assistance with the day-to-day administration and operation of the Biden School graduate programs and is a contact for graduate student administrative and academic support issues. Ensures the implementation of, and compliance with, internal and external administrative policies and procedures as well as determines priorities and resolves administrative issues. Makes process improvements and implements recommendations. Deals independently with faculty and University administrative personnel. Prepares administrative forms which may contain confidential information. A high level of independent judgment, initiative, and problem-solving skills is required. The principal emphasis is on providing department-level support for full-time graduate students and performing other complex secretarial and administrative duties



MAJOR RESPONSIBILITIES:
  • Assist the Graduate Services Coordinator in organizing and maintaining graduate student files within the department and data within UDSIS for all graduate programs. Track progress toward degree completion and graduation
  • Assist graduate students with registration, course schedules, and provide advice regarding form completion, curriculum, policies, and degree requirements
  • Communicate with the Registrar's office and/or Graduate Office when problems or questions arise
  • When appropriate, advise undergraduate and graduate students in course selection and registration, completion and signed faculty approvals of plans of study each year, completion and signed faculty approvals of course plans for independent study and internship courses, preparation of University and program forms (such as application for graduation, application for degree with distinction, etc.), and such other tasks normally associated with student advisement
  • Provide support to admissions committees, including applicant summaries and recommendation for admission if requested
  • Manage process to ensure maximized results of recruitment, admissions and diversity goals.
  • Oversee the development and tracking of offer letters and student acceptances and keep admissions committees informed
  • Work with the Graduate Services Coordinator to prepare an annual spreadsheet to track graduate student funding
  • Process GSCRFs, SFAFs, GNCP's, and JEDs annually to assign graduate student stipend and tuition information, put students on and off contract, and process graduate student summer payments
  • Coordinate the submission of fellowship nominations, dissertation awards, and travel awards
  • Monitor graduate student travel awards and provide other office staff with the information necessary to move the Graduate Office's portion of the travel charges to the appropriate accounts after the trip has been taken by the graduate student
  • Review, allocate, and support graduate student UD credit card expenses in WORKS. Process graduate student reimbursements in WORKS
  • Respond to inquiries about the curriculum and graduate programs from prospective students though e-mails, telephone calls, and in person meetings
  • Assist with annual graduate recruitment processes by coordinating on-site graduate recruitment events and preparing graduate applicant lists, admission letters, and contracts.
  • Work with the Graduate Services Coordinator to coordinate annual new graduate student orientation
  • Serve as primary contact for space related issues in the ENEP office suite, including space surveys, keys, copiers, supplies, telephones, and mail accounts
  • Remain technically and administratively current in own job
  • Assist the Sr. Business Administrator on special projects
  • Perform miscellaneous job-related duties as assigned



QUALIFICATIONS:
  • High school diploma or GED, Associate's degree preferred, and three to five years of related experience, or an equivalent combination of education and experience
  • Experience in academic advisement support and program coordination preferred
  • Ability to grasp, retain, and disseminate an extensive and varied body of information.
  • Ability to exercise sound judgment and employ decision making skills
  • Ability to evaluate student transcripts and/or records
  • Knowledge of graduate academic standards and judicial policies governing cheating and academic misconduct preferred
  • Ability to communicate to student's course prerequisites, certification, and/or curriculum/graduation requirements
  • Advanced working knowledge of undergraduate/graduate academic recruitment and advisement policies, procedures, systems, regulations, and standards at the university level is preferred
  • Experience with the University's student records system (UDSIS), development database (Advance), and accounting system (based on PeopleSoft) is preferred
  • Ability to handle multiple assignments concurrently
  • Ability to use advanced techniques in word processing, spreadsheets, database, and presentation software
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds
  • May be required to work evenings and weekends.


Applications close: Jul 29 2019 Eastern Daylight Time

To apply please click here!