Academic Support Coordinator- Undergraduate Student Services, Canr

PAY GRADE: 27N

CONTEXT OF THE JOB:

The College of Agriculture and Natural Resources (CANR) at the University of Delaware is dedicated to feeding the world and protecting the planet through education, research, and outreach. Like fellow land grant universities, CANR's tripartite mission is the generation, translation, and dissemination of knowledge in the public interest - throughout Delaware, across the country and around the globe.   The college supports more than 850 undergraduate students in 13 majors housed within four departments including Animal and Food Sciences, Applied Economics and Statistics, Entomology and Wildlife Ecology, and Plant and Soil Sciences and includes an interdisciplinary Agriculture and Natural Resources major.

The CANR Undergraduate Student Services Office, a unit within the CANR Dean's Office, manages the effective delivery of undergraduate recruitment, academic advising and support, degree clearance and the coordination of CANR's Convocation ceremony.

Reporting to the Sr. Assistant Dean, this position supports the entire operation and management of the Undergraduate Student Services Office in the college which supports roughly 850 undergraduate students, over 100 faculty members and staff, our Ag Ambassador Program, and hundreds of prospective students and their families.

This position performs a full range of complex administrative and fiscal, and record keeping duties as well as assisting in the coordination and scheduling of prospective student recruitment visits.  In addition, this role provides support with large student service events such as New Student Orientation, the CANR Convocation, recruitment events including Blue and Golden Saturdays and Decision Days and manages all financial transactions for the unit.

MAJOR RESPONSIBILITIES:

• Professionally, effectively, and efficiently, serves as the first point of contact, both in-person and on the phone, for CANR's Undergraduate Student Services Office.  Handles all daily incoming calls and walk-in inquiries from faculty, staff, students, parents, and the public.
• Performs routine and non-routine administrative and records processing duties ensuring confidentiality with all matters.
• Interprets and communicates UD academic policies and procedures to faculty, current students and staff regarding UDSIS, grading and registration questions, student policies and procedures, student crisis issues, referrals, scholarships, transfer credits, admission, readmission, etc. Prepares and maintains all undergraduate student files. Processes internal transfers and various other college webforms, letters, reports, dean's list certificates, dismissal, and probation mailings.
• Coordinates excused absence process ensuring compliance by students, faculty, and staff with UD policies.  Receive, review, and authenticate sensitive and confidential documentation, determine eligibility, and notify faculty on behalf of the Sr. Assistant Dean.
• Supports the Academic Program Manager by processing CANR Graduation Clearance applications. Sends routine emails and letters to students reminding them of deadlines. Collects completed forms, compiles information prior to internal review.  
• Represents the Undergraduate Student Services Office and the college by arranging very extensive recruitment visits for prospective students and their families including the scheduling of faculty as well as facility and farm tours and spend-a days with student Ag Ambassadors.
• Welcomes and engages with prospective families during campus visits.
• Assists with responding to inquiries from prospective students. Sends follow up letters and videos to students that visit.
• Retrieves and reports data from UD's Slate admissions system to assist CANR staff during recruitment cycle.
• Provides administrative support related to the Ag Ambassador Program.  Works directly with Associate Director of CANR Undergraduate Recruitment to track Ag Ambassador tour training, participation credits earned, and incentive distribution.  
• Assists with coordination of various special events in the CANR including but not limited to CANR Convocation, CANR New Student Orientation, Blue and Golden Saturdays, and DE Decision Days with invitations, mailings, messaging, scheduling of rooms, etc.
• Places merchandise orders with UD's approved vendors for Ag Ambassador apparel and other UD/CANR swag used during the recruitment cycle. 
• Provides administrative support with the Undergraduate Student Services budget. Supports office staff with ProCard (purchasing credit cards) administration in Concur.  Ensures expenses are properly documented, allocated and reconciled.  Processes financial forms including journal vouchers, work orders, vendor payments, etc. 
• Reviews classroom requests each term from CANR departments, work with departments to rectify conflicts, and submit final requests to the Registrar's Office.
• Schedules AGRI rubric courses each term.  Work with faculty to schedule reoccurring and new courses, collaborate to determine enrollment capacities, times, and days of week.  Work closely with the Registrar's Office to meet deadlines. 
• Responds to select emails sent to anr-academics@udel.edu email account.
• Connects students with appropriate staff and makes referrals to appropriate campus resources. 
• Assists with special projects, data collection, reports, and correspondence including the CANR Endowed Scholarship process.
• Maintains appointment calendars for staff.
• Organizes numerous mass emails and direct mailings to students including mail merges.
• Assigns academic advisors in UDSIS and makes changes when requests are approved.
• Serves as administrative support liaison with CANR departments and UD students support units.
• Manages archiving and student records retention, files, and documentation.
• Orders supplies and equipment for office and staff.
• Maintains office informational displays and showcases.
• Works within the confines of an office budget and makes recommendations to monitor and limit expenses.
• Complies with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• High school diploma or GED, Associates degree preferred, and three years of experience, or equivalent combination of education and experience.
• Must have great initiative, be highly motivated, organized, and detail oriented.
• Ability to handle multiple tasks with little supervision in a very high-paced environment.
• Ability to organize and complete tasks in an efficient and timely manner, prior to deadlines.
• Proficient computing skills in spreadsheet and word processing software including Microsoft Outlook, Word, Excel, Google docs, sheets, forms and more.
• Friendly demeanor and ability to communicate effectively both written and oral and interact well with people of all ages and diverse backgrounds.
• Ability to work with highly confidential academic and personal student issues and documents.
• Knowledge of university structure, its departments, academic policies, and procedures preferred.
• Experience with Peoplesoft/UDSIS, Slate, and student success software (such as EAB Blue Hen Success) systems preferred.
• Familiarity and working knowledge of Concur for budget reconciliations and Cognos for student reporting and class scheduling preferred.
• Excellent communication and interpersonal skills.
• Experience assisting with event planning including large scale events.
• Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

SPECIAL REQUIREMENTS:

• May require some evening and weekend hours (i.e., CANR convocation ceremony)