Operations Navigator - Application and Program Operations

Delaware State University; Dover (DE); On-site; USD 55,000 - 85,000; Full time

Job summary

Delaware State University seeks an Operations Navigator for Application and Program Operations to coordinate ECIC application processing, approvals, stipend processing, and program operations. You will work with program staff and the Operations Coordinator to ensure accurate intake and compliant processing across programs.

The role requires strong data management, attention to detail, and the ability to manage multiple priorities while maintaining documentation and timelines.

Qualifications

• Associate’s degree required; bachelor’s degree in business administration, Information Systems, or a related field preferred.
• Three (3) or more years of experience in operations, data management, program administration, or a related field preferred.
• Experience working with databases, tracking systems, or state systems preferred.

Responsibilities

• Coordinate and execute ECIC application processing workflows across programs.
• Review participant applications for eligibility and complete operational approvals.
• Troubleshoot system issues and maintain data integrity across platforms.
• Collaborate with program staff to ensure accurate participant placement and documentation.
• Create and maintain program rosters and participant records.
• Track stipend payments and monitor progress toward milestones.
• Generate reports on application activity, enrollment, and stipend payments.
• Ensure compliance with ECIC and University policies.

Skills

Data management

Operational workflows

Attention to detail

Time management

Communication

Cross-functional teamwork

Education

Associate’s degree

Bachelor’s degree in Business or IS (preferred)

Tools

Microsoft Excel

Microsoft Teams

Microsoft Word

Job description

The Operations Navigator for Application and Program Operations is responsible for coordinating and executing application processing, participant approvals, stipend processing, and program operations for the Early Childhood Innovation Center (ECIC). This position works closely with program staff, the operations Coordinator, and the Operations Officer to ensure that all application, enrollment, stipend, and program-related processes are executed accurately, efficiently, and in alignment with program, system, and compliance requirements.

This role supports all ECIC application types across programs, ensuring consistency in intake, review, approval, documentation, and participant progression. The position also supports participant placement and movement within applicable programs, ensuring accurate alignment between applications and program participation.

In coordination with the operations Coordinator, this position supports operational workflows related to application processing, participant eligibility, enrollment, stipend administration, and participant tracking. The Operations Navigator works collaboratively with ECIC program staff, who remain responsible for participant communication, program-specific guidance, and collection of outstanding documentation, while this role executes the operational processing, approvals, system workflows, and tracking necessary to support efficient program implementation. The position maintains data integrity, executes established operational procedures, and ensures compliance with ECIC and University policies and program requirements.

Essential Functions

1. Coordinate and execute ECIC application processing workflows in collaboration with program staff, ensuring applications across multiple program types are operationally reviewed, approved, and processed accurately and in a timely manner.
2. Review participant applications in collaboration with program staff, verifying eligibility, confirming all required documentation has been received, and completing operational approval processes in accordance with established program requirements.
3. Troubleshoot application processing and system-related issues across all ECIC program types in collaboration with program staff and administrative team members, ensuring operational issues are resolved while program staff continue participant communication and document follow-up.
4. Collaborate closely with program staff throughout the application review process to ensure participant eligibility, required documentation, operational approvals, and program participation requirements are accurately coordinated while maintaining clear separation between operational processing and participant-facing program support.
5. Collaborate with program staff to back-map and coordinate all operational activities required for cohort launches and program start dates, including application timelines, onboarding milestones, and readiness checkpoints.
6. Support planning and execution of application periods for Associate and Bachelor’s degree pathways, ensuring timelines, requirements, and operational steps are clearly defined and executed.
7. Coordinate participant placement and movement within programs, including cohort assignments (where applicable), transfers, withdrawals, and updates to ensure accurate alignment between application and program participation.
8. Create, maintain, and update program rosters and participant records, ensuring consistency across all systems and records.
9. Support and execute system workflows related to applications, enrollment, and participant tracking within platforms such as Monday.com and Microsoft Teams.
10. Utilize systems such as Monday.com to track and coordinate participant status changes, including withdrawals, cohort movement, and coach reassignments, working in conjunction with Program Support Associates to ensure all updates are completed accurately, timely, and in alignment with established processes.
11. Maintain data related to application processing, participant eligibility, academic progress, and program participation, ensuring accuracy, consistency, and alignment across all systems and reporting tools.
12. Conduct regular audits of applications, rosters, and tracking systems to identify discrepancies and ensure data integrity.
13. Determine and verify participant eligibility for stipend payments based on established program criteria and documentation provided through program staff and operational review processes, including milestones related to the Child Development Associate (CDA) Credential and Associate and Bachelor’s degree attainment.
14. Process stipend payments for eligible participants, ensuring all required documentation is complete, accurate, and aligned with established processes and funding requirements.
15. Coordinate with the Operations Coordinator to ensure stipend processing aligns with system workflows, policies, and compliance expectations.
16. Track and monitor stipend payments to ensure timely processing and resolution of any delays or discrepancies.
17. Monitor and cross-check academic progress for participants in college pathways, verifying course completion, grade entry, and alignment with program and stipend eligibility requirements.
18. Identify and track participant progress toward key milestones, including credit attainment thresholds (e.g., 30-credit Associate milestones), to support timely stipend eligibility determination and processing.
19. Ensure academic records and supporting documentation are accurately reflected in systems and aligned with stipend eligibility criteria prior to processing.
20. Monitor workflow progress and collaborate with program staff to ensure timely completion of participant application processing, operational approvals, program placement activities, and related operational milestones.
21. Identify process gaps or inefficiencies in application, data, and stipend workflows and recommend improvements to strengthen operational effectiveness.
22. Generate reports and provide data summaries related to application activity, participant enrollment, stipend payments, academic progress, and program participation to support decision-making.
23. Support the development and refinement of systems, tracking tools, and operational processes related to application, data, and stipend workflows.
24. Assist the Operations Coordinator in reviewing and implementing operational policies and procedures related to application processing, data management, and stipend processes.
25. Ensure compliance with data management standards, confidentiality requirements, and program guidelines.
26. Collaborate with internal and external stakeholders to ensure timely and accurate execution of application, stipend, and program processes.
27. Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

1. Strong understanding of application processing, data management, and operational workflows.
2. High attention to detail and ability to maintain accuracy across multiple systems.
3. Strong organizational and time management skills.
4. Ability to manage multiple priorities and deadlines.
5. Strong analytical and problem-solving skills.
6. Proficiency in Microsoft Office applications, including Microsoft Word, Microsoft Teams, and advanced proficiency in Microsoft Excel, including the ability to maintain, analyze, track, reconcile, and interpret data across multiple systems and spreadsheets.
7. Ability to interpret and apply program requirements and operational procedures.
8. Strong written and verbal communication skills.
9. Ability to support cross-functional teams in executing workflows effectively.
10. Ability to maintain confidentiality and handle sensitive data appropriately.

1. Education: Associate’s degree required; bachelor’s degree in business administration, Information Systems, or a related field preferred. Equivalent experience may be considered.
2. Experience: Three (3) or more years of experience in operations, data management, program administration, or a related field preferred.
3. Experience working with databases, tracking systems, or state systems preferred.

1. Demonstrated knowledge of DSU fundamentals.
2. Accuracy and timeliness of application processing and program operations.
3. Ability to maintain data integrity and resolve discrepancies.

1. Effectiveness in supporting operational workflows across teams.
2. Ability to manage and improve system and operational workflows.
3. Reliable attendance and work performance.