Academic Program Coordinator, History

University of Delaware•Newark, NJ

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 operational needs. 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 the department’s teaching, service, and research objectives. The role manages undergraduate and graduate academic operations, including student progress toward degree completion, registration and scheduling, advising-related inquiries, course and curriculum information, student records, recruitment activities, and graduate milestones. It also supports departmental administration through event planning, payroll processing, internal communications, committee support, records management, and coordination of revenue and expenditures with the College Financial Operations team.

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.
Knowledge of graduate academic standards and student conduct policies governing academic misconduct, student recruitment, and retention issues.
Ability to communicate course prerequisites, certification, and/or curriculum and 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 an extensive and varied body of 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.
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 monitor student progress toward degree completion using departmental documentation and Stellic.
Assist students and faculty advisors with registration and scheduling issues, including drop/add, overrides, transfer credit evaluations, registration changes without penalty, registration holds, and general advising questions, coordinating with relevant University offices.
Meet with prospective students and their parents or guardians to discuss academic requirements, career opportunities, and University resources.
Respond to inquiries and investigate and resolve problems related to undergraduate and graduate transactions handled by the department.
Interpret and 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 the department’s majors and minors.
Manage departmental course scheduling, enter course data into UDSIS, request classrooms, resolve course 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 degree and work with faculty advisors to track and prepare for qualifying exams, dissertation proposals, and dissertation defenses; coordinate with the Graduate College to resolve issues.
Liaise with faculty to update the UD Course Catalog and submit proposed new course descriptions and curriculum changes for approval.
Participate in undergraduate and graduate recruitment by advising applicants, 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 schedule records.
Support faculty requests for UDSIS information about student academic issues and for unofficial transcripts.
Conduct or facilitate data analysis for curriculum planning or assessment.
Plan departmental events and special functions, such as 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, including intranet sites, newsletters, mailing lists, event promotion, and routine correspondence; liaise 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.
Support other department operations, including supply and standard equipment maintenance, donor acknowledgement letters, exam copying coordination, departmental mail, records retention, and filing.
Assist with special projects and perform other job-related duties as assigned.
With assistance from the CAS Financial Operations team, oversee daily revenue and expenditure processing and accounting, ensure funding accuracy and availability, and support compliance with accounting procedures.