Academic Program Coordinator, History

University of Delaware•Newark, DE

About The Position

The Academic Program Coordinator (APC) coordinates the Department of History’s academic programs and supports a broad range of departmental, faculty, and staff operations. Under the limited direction of the department Business Administrator and in coordination with the department Chairperson(s), the Coordinator works with faculty, students, College and University administrators, and alumni to advance departmental teaching, service, and research objectives. The role supports undergraduate and graduate students throughout their academic progress, including degree planning, advising questions, registration, curriculum and records processes, and graduate milestones. It also coordinates course scheduling, curriculum and catalog updates, recruitment and orientation activities, events, departmental communications, payroll processing, and routine operations. With support from the College’s Financial Operations team, the Coordinator oversees daily revenue and expenditure processing and accounting, ensuring funding accuracy and compliance with accounting procedures.

Requirements

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.
Ability to evaluate student transcripts and/or records.
Ability to communicate course prerequisites, certification, and curriculum or graduation requirements to students.
Effective organizational skills.
Ability to interpret, adapt, and apply guidelines and procedures.
Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
Ability to thrive in a fast-paced environment.
Commitment to advancing and sharing successful programs and initiatives.
Ability to grasp, retain, and disseminate extensive and varied information, exercise sound judgment, and make effective decisions.
Ability to gather and analyze statistical and financial data and generate ad hoc reports.
At least intermediate-level proficiency with spreadsheets and databases.
Ability to manage multiple priorities, complex projects, and long-term initiatives with precision.

Nice To Haves

Working knowledge of undergraduate and graduate academic and recruitment policies, procedures, systems, regulations, and standards at the University level.
Knowledge of graduate academic standards and student conduct policies governing academic misconduct, recruitment, and retention issues.
Experience with the University’s student records system (UDSIS), degree management and advising system (Stellic), graduate application database (SLATE), and accounting system based on PeopleSoft.

Responsibilities

Manage operational aspects of undergraduate and graduate programs and support student progress toward degree completion using departmental documentation and the Stellic degree management and advising platform.
Assist students and faculty advisors with registration, scheduling, drop/add, overrides, transfer credit evaluations, registration changes, holds, and general advising questions in coordination with relevant department, College, and University offices.
Meet with walk-in visitors, including prospective students and their parents or guardians, to discuss academic requirements, career opportunities, and University resources.
Respond to inquiries and investigate and resolve issues involving undergraduate and graduate transactions handled by the department.
Explain College and University policies, practices, and procedures to prospective students, parents or guardians, current students, and faculty.
Develop curriculum guides for issues specific to departmental majors and minors.
Manage departmental course scheduling, enter course data into UDSIS, and coordinate classroom requests to secure rooms and avoid conflicts.
Resolve course scheduling conflicts and monitor enrollments to determine whether sections should be added or cancelled.
Validate grade rosters and faculty workload; approve Academic Program Plan webforms; assign faculty advisors; and coordinate final exam schedules and course evaluations.
Monitor graduate students’ progress toward degrees and work with faculty advisors to track and prepare for qualifying exams, dissertation proposals, and dissertation defenses; coordinate with the Graduate College and resolve issues.
Work with department faculty to update the UD Course Catalog and submit proposed course descriptions and curriculum changes for approval.
Participate in undergraduate and graduate recruitment by advising applicants on general academic requirements, managing annual graduate recruitment events, and coordinating departmental participation in admissions events.
Coordinate undergraduate and graduate New Student Orientation with the Student Success Center and department Chair.
Manage and update student files and records; check forms for accuracy and assist students in completing required forms, including those containing confidential information.
Maintain undergraduate and graduate files, including syllabi, course descriptions, curriculum changes, enrollment records, and scheduling records; support faculty requests for UDSIS information and unofficial transcripts.
Conduct or facilitate data analysis for curriculum planning or assessment.
Plan departmental events and special functions, including speaker series, faculty recruitment, and convocation, in coordination with College Events staff.
Direct, maintain, and process payroll for student workers, miscellaneous wage employees, and hourly graduate students; review timesheets, run ad hoc reports, and resolve concerns with College HR.
Support internal communications by updating intranet sites, newsletters, mailing lists, and event promotions, and coordinating with the CAS Communications Team.
Provide administrative support to the Department Chair and faculty as needed.
Attend and take notes at undergraduate and graduate program committee meetings.
Handle other departmental operational needs, including supplies and standard equipment maintenance, donor acknowledgment letters, exam copying, departmental mail, records retention, and filing.
Assist with special projects and perform other job-related duties as assigned.
With the CAS Financial Operations team, oversee daily revenue and expenditure processing and accounting, ensure funding accuracy and availability, and maintain compliance with accounting procedures.