Administrative Coordinator - Clinical Program

Job Summary:

The Administrative Coordinator for The School of Graduate and Professional Studies provides administrative support to administrators, staff, and faculty members in the following departments: Graduate Counseling Psychology, Physician Assistant Studies, and Speech-Language Pathology. The Administrative Coordinator frequently serves as the point of contact for constituents such as students, faculty and staff members, clinical site supervisors, healthcare provider representatives, external employers, community organizations, and strategic partners. This position collaborates regularly with campus partners including the Registrar’s Office, Payroll, and Accounts Payable.

Essential Duties and 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.
  
  

 Required Knowledge, Skills and Abilities:

• 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

Education and Experience:

• High school diploma
• 3 to 5 years of experience in a fast-paced academic office atmosphere is required
• Office management experience is preferred

Physical Requirements and Working Conditions:

• Prolonged periods of sitting at a desk and working on a computer
• Occasionally lifting 25 lbs. or less
• Typically standing or walking
• May have an alternative work schedule

About the University:

Delaware Valley University (DelVal) is a private, comprehensive, nonprofit university educating students with a curriculum that emphasizes and requires experiential learning. Located in Doylestown, Pennsylvania, about 30 miles north of Philadelphia, the University offers 28 undergraduate majors in business, arts and sciences, and agricultural and environmental sciences; 12 master's degrees; and a doctorate in education. Founded in 1896, DelVal has been cited by the National Society for Experiential Education as having the country's top experiential learning program, by Princeton Review as one of the best colleges in the Northeast, and by College Factual as having one of the top 20 animal science programs in the country.

Delaware Valley University is an equal opportunity employer and is committed to a diverse workforce.