Academic Program Specialist

University of Delaware Equal Employment Opportunity Statement The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at Job No: 503552 Work Type: Staff Location: Newark, DE Categories: Academic Administration, Full Time, Program/Project Management PAY GRADE: 29E CONTEXT OF JOB: The University of Delaware's business school, the Alfred Lerner College of Business and Economics, is a hub for innovation, business and economics research and career success. With hands‑on experiences and a technology-driven curriculum, Lerner equips students to navigate the evolving business world and drive change worldwide. The Department of Marketing, Management, and Global Business (MMGB) houses 4 majors (marketing, management, HR, and global business),4 minors (business administration, advertising, sales, and management), and is home to 35 faculty members and roughly 900 undergraduate students. Under the general supervision of the MMGB Chairperson, the Academic Program Coordinator is dedicated to departmental administration and academic advising. Approximately half of the role centers on the day-to-day administration and operation of the department, with principal emphasis on undergraduate program support. This position performs administrative duties ranging from basic to complex, including the timely processing of correspondence and Webforms; the collection, compilation, and organization of information or data; student course registration; and the generation of reports and records. The other half of this position carries a dedicated advising caseload of majors and minors and a proactive, developmental approach to student success. This position serves as an accessible, student-facing advisor who supports retention and timely degree completion. MAJOR RESPONSIBILITIES: Departmental Administration: Provide front-office support for MMGB, including greeting and assisting visitors, current students, and faculty; receiving and directing incoming calls; answering inquiries about the department, college, and University; and serving as the first level of triage for issues related to MMGB. Schedule classroom and office-controlled meeting-room reservations for faculty and student events. Work with the faculty in charge of the MMGB research participation and behavioral lab, including managing the Subject Pool software, grading alternative assignments, resolving credit errors each semester, and managing the MMGB Research Participation inbox weekly. Generate reports related to Promotion and Tenure and contract renewal processes, editing for anonymity and maintaining required standards for the presentation of confidential materials. Assist with departmental copy requests as appropriate, and prioritize, analyze, and resolve administrative and procedural problems, reviewing work methods for continuous improvement. Facilitate and assist with departmental events such as conferences, team-building events, Honors Day, Convocation, and Commencement, ensuring events are managed in accordance with departmental goals and objectives. Additional tasks, shared with the Administrative Specialist: Maintain and organize office supply inventory and purchase supplies as needed. Distribute mail to faculty and staff mailboxes and reassign mailboxes as needed. Operate standard office equipment, keep it in working order, and troubleshoot issues; submit facilities requests (service, movers, and other services); and handle basic maintenance of the department copier and printers. Provide administrative support to the Chairperson, faculty, and staff in MMGB, performing routine and non-routine tasks in compliance with established deadlines, work standards, and University policy. Perform miscellaneous job-related duties as assigned. Scheduling and Enrollment Management: Coordinate the preparation of undergraduate and graduate class schedules through CLSS (or successor platform); advise on course offerings and the schedule of classes when forecasting demand; and advise faculty on classroom-space availability and scheduling options. Handle forms and processes related to registration, such as credit transfer and change of major/minor, in collaboration with the Academic Advisor, Associate Chair, and Chair. Manage student course registration and enrollment issues for MMGB courses; process advisor assignments in UDSIS; and manage course waitlists. Work with the Registrar's Office to identify and correct registration problems. Request and collect course syllabi each semester and file them electronically in the shared drive. Serve on MMGB's Honors Selection Committee, assist with identifying students for awards, and oversee communication to students regarding the Honors Day ceremony. Academic Advising: Advise a partial caseload of majors within MMGB and serve as the advisor of record for the Advertising, Business Administration, and Management minors; determine and interpret student-service needs on an individual basis; advise on policy issues; act as a student advocate; and resolve problems as they arise. Collaborate closely with the department's Academic Advisor on advising philosophy and its operationalization, ensuring a consistent, student-centered approach across the advising team, and coordinating on registration issues. Specifically: Practice a proactive, developmental advising model: conducting intentional outreach, including onboarding new majors and minors, checking in at key academic milestones, and guiding students toward co-curricular, experiential, and professional-development opportunities aligned with their goals. Conduct at-risk outreach efforts: monitor academic progress indicators (e.g., midterm deficiency reports, GPA thresholds, dropped or failed gateway courses, and stop-outs) using Stellic, early-alert tools, and UDSIS; proactively contact students who are off-track; and connect them to tutoring, academic coaching, financial aid, counseling, and other University resources. Support retention and timely degree completion: run and interpret degree-audit and progress-to-degree reports, identify students approaching graduation requirements or facing curricular barriers, and develop individualized success plans. Maintain accurate, confidential advising records and case notes; document interactions, referrals, and follow-up; and use advising data to identify trends in student needs and enrollment management to recommend interventions to the Chairperson and the department's Academic Advisor. Partner with the Lerner College, the Student Success Center (SSC), the Registrar, Career Services, and other University offices to ensure MMGB students experience seamless support and represent the department at recruitment and yield events (e.g., Admitted Students Days, Decision Days, New Student Orientation) as they relate to advising prospective and incoming majors. QUALIFICATIONS Bachelor's degree and three years of relevant experience, or an equivalent combination of education and experience. Master's degree preferred. Experience in a higher-education setting is strongly preferred. Familiarity with University of Delaware systems, including Stellic, VGER, UDSIS, and CLSS, as well as early-alert/student-success platforms, is preferred. Knowledge of professional standards and best practices in Academic Advising and willingness to contribute meaningfully to the mission of the department, college, and university toward student success. Ability to evaluate student transcripts and records and to communicate course prerequisites, certification, and curriculum and graduation requirements accurately. Ability to interpret academic data and reports. Ability to handle sensitive student and faculty information with confidentiality and discretion. Ability to interpret, adapt, and apply guidelines and procedures, and knowledge of office practices and procedures. Excellent written and verbal communication skills, including public speaking and the ability to lead group sessions. High attention to detail, effective problem-solving, and the ability to follow projects through to completion. Ability to use advanced techniques in word processing, spreadsheet, database and presentation software. Excellent organizational and interpersonal skills with the ability to work collaboratively as part of a team while also demonstrating a strong aptitude for working independently. Ability to manage multiple assignments concurrently, exercise initiative, and propose new efficiencies and processes. SPECIAL REQUIREMENTS: Ability to work evenings and weekends as needed. Notice of Non-Discrimination and Equal Opportunity The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VI and VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence. #J-18808-Ljbffr