Academic Program Coordinator

Academic Program Coordinator

Job no: 503205

College / VP Area:College of Health Sciences

Work type: Staff

Location: Newark, DE

Categories: Academic Administration, Full Time, Program/Project Management

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PAY GRADE: 29E

CONTEXT OF THE JOB:

Under the limited supervision of the Business Administrator II, Department Chair, and Associate Department Chair in the Department of Kinesiology & Applied Physiology, the Academic Program Coordinator manages the administration of the department’s undergraduate programs, serves as liaison with University faculty, staff, students, and off-campus organizations/contacts, and is responsible for the programs, department, and university policy applications. This position coordinates all undergraduate administrative activities across multiple academic programs, specialized record keeping and database management, and information gathering projects. This position operates with a high degree of autonomy and exercises independent judgment in managing academic operations, student data, program compliance, and recruitment initiatives. The Academic Program Coordinator serves as a primary liaison among students, faculty, and university offices to ensure efficient program administration and adherence to institutional policies and accreditation standards.

The Department of Kinesiology & Applied Physiology is recognized as one of the nation’s top doctoral programs by the National Academy of Kinesiology. It encompasses three undergraduate programs and six graduate programs, enrolling approximately 750 undergraduate students and 120 graduate students. The Department is supported by 43 faculty and professional staff, including PhD faculty who lead independent research programs with a combined $2.5 million in annual research expenditures.

MAJOR RESPONSIBILITES:

• Manage the daily administrative operations for KAAP undergraduate programs.

• Interpret University and departmental academic policies.

• Serve as the primary liaison with the Registrar’s Office, Transfer Credit Office, College of Health Sciences, faculty, advisors, and other University partners to support undergraduate academic operations and resolve related issues.

• Monitor student enrollment, academic progression, and performance data in collaboration with departmental leadership, Program Directors, and Academic Advisors to support academic planning, reporting, accreditation, assessment, and strategic decision-making.

• Maintain comprehensive student records, databases, departmental files, and academic documentation, ensuring data integrity and compliance with University, state, and federal regulations.

• Coordinate undergraduate recruitment, outreach, communication campaigns, social media content, advising publications, admissions events, Convocation, workshops, and alumni relations efforts in partnership with departmental and University stakeholders.

• Coordinate compliance efforts for clinical education and manage Contracts+ processes for academic and clinical agreements, including initiation, tracking, and facilitation through execution.

• Manage course scheduling activities, including semester courses, labs, classroom calendars, final exams, Teaching Assistant assignments, reserve caps, course evaluations, permits, and scheduling conflict resolution while ensuring alignment with program requirements and accreditation standards.

• Coordinate transfer course reviews, curriculum updates, course catalog revisions, Curriculog proposals, and approval processes for new courses and curriculum changes.

• Provide advising and administrative support related to student inquiries, academic issues, unofficial transcript review, award nominations, and departmental student services.

• Serve as ex officio member of the Curriculum Committee; attend department meetings and prepare meeting minutes as needed.

• Assist with special projects and perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and three years of college admission/advisement experience, or an equivalent combination of education and experience.

• Ability to make independent decisions and judgments in keeping with the level of the position.

• Ability to plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.

• Ability to interpret and enforce complex academic policies and regulations.

• Experience in leading process improvements, managing projects, and implementing initiatives within higher education settings.

• Effective organizational, interpersonal, and communication skills with the ability to influence and collaborate across multiple stakeholders.

• Strong decision-making and problem-solving skills with the capacity to exercise sound judgment.

• Advanced proficiency in data analysis and reporting using spreadsheet, database, and presentation software.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Demonstrated commitment to fostering a culture of belonging.

• Experience extracting and analyzing student data from enterprise systems (e.g., UDSIS) preferred.

• Experience with course registration and scheduling preferred.

SPECIAL REQUIREMENTS:

• Will occasionally be required to work evenings and weekends.

• This is a hybrid schedule of remote and in-office work, which is subject to change at the discretion of the Department, College or University.

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 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.

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