Part Time Academic Program Assistant, College of Arts and Sciences

University of Delaware; Newark (DE); On-site; USD 28,000 - 33,000; Part time

Job summary

The University of Delaware is seeking a part-time Academic Program Assistant in the College of Arts & Sciences to coordinate departmental programs and support faculty, students, and staff. The role emphasizes in-person work across campus in Newark, DE.

Ideal candidates will have a bachelor’s degree, strong organizational and communication skills, and proficiency with MS Office and Zoom. The position offers collaboration across departments and a chance to support student success.

Qualifications

• Bachelor’s degree or equivalent plus relevant experience preferred.
• Strong organizational and communication skills are essential.
• Proficient with MS Office and Zoom; attention to detail.
• Ability to interpret policies and interact with diverse people.
• Experience in academic program coordination is a plus.
• Flexible, team-oriented, with careful handling of confidential data.

Responsibilities

• Coordinate departmental academic programs and support faculty and students.
• Assist with registration, scheduling, overrides, and degree progress.
• Input course data, manage classroom requests, and assign exams.
• Maintain student records, payroll processing, and internal communications.
• Provide front-line service to faculty, staff, and alumni; handle inquiries.

Skills

Organizational skills

Communication skills

Office software

MS Office

Zoom

Time management

Discretion

Education

Bachelor’s degree

HS diploma or GED

Tools

CLSS

Microsoft Office

Zoom

Job description

Job no: 503468

College / VP Area: College of Arts & Sciences

Work type: Staff, Part-Time

Location: Newark, DE

Categories: Part Time, Adminstrative Support

Job Title: Miscellaneous Wage, College of Arts & Sciences Academic Program Assistant

Anticipated Start Date: Immediate

Estimated Pay: $20.00-$24.00 commensurate with experience; part-time non-benefitted position

Schedule: To be discussed during interview; approximately 25-28 hours a week; expectation is for mostly in-person support

Location: Various locations across campus, Newark, DE 19716

Context of the Job

Under the general supervision of the Senior Business Administrator (SBA) for the College of Arts and Sciences (CAS) and departmental Business Administrators (BA), the Academic Program Assistant provides coordination of departmental academic programs and a wide range of department, faculty, and staff operational needs and activities. The position will interact with and support faculty, students, College and University administrators, and alumni to support the mission and goals of a variety of CAS departments and to advance departmental teaching, service, and research objectives.

Responsibilities

• Assists with operational aspects of the departmental undergraduate and graduate programs to ensure student progress toward degree completion. Assists graduate and undergraduate students and faculty advisors with registration and scheduling issues, drop/add, overrides, transfer credit evaluations, change of registration without penalty, registration holds, and general advisement questions, in coordination with department faculty, the BA, the College Undergraduate Academic Services (UAS) team, the Graduate College, and the Honors College.
• Responds to inquiries, investigates, and resolves problems related to undergraduate and graduate transactions handled by the Department. Interpret and explain College and University policies and procedures to parents and prospective students as well as to current students and faculty.
• Partners with department faculty and the BA related to departmental course scheduling. Inputs all course data into CLSS and manages classroom requests to secure rooms and avoid conflicts, in conjunction with other departments.
• Resolves conflicts of departmental courses with each other and with courses outside the department that are part of the departmental curriculum, and monitors enrollments to determine whether more sections need to be added or cancelled.
• Validates grade roster and faculty workload, approves change of Academic Program Plan webforms, makes faculty advisor assignments, and coordinates final exam schedules and course evaluations.
• Monitors progress towards degree for departmental graduate students. Works with faculty advisors to track and prepare for qualifying exams, dissertation proposals, and dissertation defenses. Coordinates with the Graduate College and resolves issues as they arise.
• Updates students' files and records. Checks various forms for accuracy such as grade checks, overload petitions, and curriculum changes; assists students in the completion of required forms that may contain confidential information.
• Assists with daily operations of the Department including event planning, processing payroll for various departmental workers including reviewing timesheets for accuracy, provides support for internal communications, and provides administrative support to BA and department chair.

Qualifications

• Bachelor’s degree and three years of job-related work experience preferred, or an equivalent combination of education and experience. Minimum of HS diploma or GED required.
• Advanced working knowledge of undergraduate and graduate academic and recruitment policies, procedures, systems, regulations, and standards at the University level is preferred.
• Effective organizational skills are essential.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to communication effectively and interact well with people of all ages and diverse backgrounds.
• Thrives in a fast-paced environment and is excited to advance and share in the success of highly successful programs.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Zoom
• Ability to use effective communication and interpersonal skills to provide exceptional customer service
• High attention to detail and organizational skills
• Ability to be flexible, manage time productively, and work independently.
• Proven ability to exercise discretion, confidentiality, and judgment.
• Ability to respond well to changing priorities and urgent situations.

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.

Applications close: Open until filled