Delaware Valley University ยท 3 weeks ago
Administrative Coordinator - Clinical Program
Doylestown, PA, US
Full-time
Onsite
Mid Level
3+ years expDelaware Valley University is a private, comprehensive, nonprofit university educating students with a curriculum that emphasizes and requires experiential learning. The Administrative Coordinator for The School of Graduate and Professional Studies provides administrative support to various departments and serves as the point of contact for students, faculty, and external partners.
Higher Education
Responsibilities
Process planned teaching assignments (PTAs) by entering course information into data systems
Prepare and disseminate contracts for part-time instructors, course developers, and other constituencies
Provide timely and professional customer service response via phone, email, and in-person
Answer and transfer phone calls, monitor voicemail systems, and distribute mail
Build and maintain clinical site database including the status of affiliation agreements, site visits, and site supervisors
Coordinate academic and administrative processes such as syllabi collection, faculty professional development applications, course substitution requests, Commencement petitions, change of grade requests, transfer credit requests, course challenge requests, Graduate Assistantship appointments, Catalog revisions, program handbook updates, and Graduate Council proposals and approvals
Create, revise, and format letters, invitations, templates, forms, newsletters, and other electronic communications
Coordinate and maintain effective and accurate physical and electronic record management systems and ensure integrity of data and usage in harmony with existing university-wide systems
Process the purchase and/or payment of office and classroom supplies, membership dues, honoraria, rental space, and other goods and services with adherence to university purchasing policies and requirements
Reconcile purchasing card statements
Prepare invoices and check requests and track expenses
Schedule meetings including reserving meeting rooms, event spaces, and transportation, as applicable
Assist in the supervision of student employees who support administrative functions by providing appropriate training, monitoring their work, and evaluating their job performance, as appropriate
Collaborate with the Registrar's Office to ensure the accuracy and timeliness of course and student information in university data systems
Support the student background clearances process
Collect, maintain, and enter program learning assessment data and information
Provide data and summary reports such as degree evaluations, course section rosters, academic transcripts, budgets, and student lists
Order textbooks, supplemental teaching and learning materials, and teaching supplies. Ensure instructors have timely and accurate textbook and academic publisher representative information
Coordinate timely textbook requisition efforts with the campus bookstore staff
Provide administrative support for new faculty searches, accreditation visits, and accreditation reports
Assist the departments and Dean to create and maintain articulation agreements and memoranda of understanding (MOU)
Inform students and the Center for Student Professional Development (CSPD) about employment, internship, and scholarship opportunities
Perform other duties and responsibilities as assigned
Qualification
Required
Proficiency in using computer software including the Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, Teams, Planner
Excellent written and oral communication skills
Excellent organization and time management skills with the capability to perform multiple tasks simultaneously
Outstanding customer service and follow through skills with a track record of producing highly accurate work
Ability to maintain confidentiality when handling sensitive documents and information
High level of motivation and ability to work with minimum supervision
Ability to supervise and train others
Excellent telephone, communication, and interpersonal skills
Excellent organizational skills with strong attention to detail
Ability to be flexible and ability to handle changing tasks as needed
Ability to communicate in a professional manner with internal and external constituents
Ability to manage multiple projects concurrently
Expertise with various computer software systems and programs sufficient to produce documents that are accurate, well formatted, and attractive
Expertise in spelling, grammar, and pronunciation sufficient to draft, edit, and proofread
Thorough understanding of general office procedures and expectations to ensure effective and efficient administrative operations
High school diploma
3 to 5 years of experience in a fast-paced academic office atmosphere is required
Preferred
Office management experience is preferred
Company
Delaware Valley University
Delaware Valley University is a higher educational institution.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Karen Snyder, MS
Educational Partnership Coordinator, School of Graduate and Professional Studies
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