Education Support Coordinator
15 days ago
Wilmington
Job Description Basic Function Provides comprehensive administrative, clerical, and communications support for the Education Department. Manages office operations, maintains accurate and current candidate and graduate records, supports departmental processes, and assists the Area Coordinator and faculty with documentation, scheduling, and communications. Ensures smooth daily functioning of the department and serves as the first point of contact for students, visitors, and campus partners. Reports to: Education Area Coordinator A. General Office Management • Serves as the primary point of contact for the Education Department by greeting visitors, answering phones, taking messages, scheduling appointments, directing students to appropriate offices or communicating office hours if faculty member is not available, and assisting students and guests as needed. Coordinates prospective student visits with Admissions and Athletics., • Creates, organizes, and archives departmental correspondence, agendas, minutes, syllabi, appeals, instructional materials, memoranda, and reports in collaboration with the Area Coordinator and CAEP Coordinator. Supports adjunct faculty with copy requests., • Oversees electronic access to departmental handbooks and forms (excluding field placement materials) and keeps them aligned with current policies., • Develops and maintains confidential files (both hard copy and electronic database) on candidates and graduates, including licensure documentation, advisor assignments, state-required test scores, and employment information for undergraduate, graduate, and licensure-only students., • Manages office and instructional supplies, manages electronic requisitions, and collaborates with the Area Coordinator to keep within the department budget., • Sorts and distributes mail for all department members and adjunct faculty., • Hires, trains, schedules, and supervises student workers; approves electronic timecards., • Maintains department bulletin boards and posts job openings, professional development opportunities, deadlines, and departmental updates. Notifies qualified candidates via email when requested., • Writes and sends thank‑you notes to donors., • Manages departmental social media by posting job opportunities, professional development events, and photos of program activities (e.g. activities within classes, special events and celebrations, student accomplishments from within and outside of the Education Area, etc.). Updates Education page on www.wilmington.edu, • Responds to licensure and transfer questions, including inquiries from prospective students, alumni, current students, and Admissions staff. Must become familiar with licensure types such as 2-year Resident Educator, Alternative Pathway to Licensure, Adding a Teaching Field, and the location of additional information for each., • Maintaining a general “Education Office” email and responding to general inquiries and directing specific inquiries to the appropriate person(s). B. Records and Data Management • Compiles data from departmental files to assist with reports for outside agencies and accreditation requirements in collaboration with CAEP Coordinator and Area Coordinator. Reviews annual catalogs to ensure accuracy of licensure requirements., • Maintains records related to candidate admission to the Teacher Education Program and Student Teaching, ensures they have met program requirements. Collects and presents documentation for departmental appears for faculty consideration and assists in customizing appropriate follow-up correspondence., • Ensures integrity and timely submission of candidate paperwork in consultation with designated faculty and the Area Coordinator. Sends official correspondence regarding admission status, waivers, probation, and appeals., • Communicates state-required testing dates, assists candidates with test registration when needed, and maintains updated testing information via email, flyers on office bulletin boards, and social media. Shares test-preparation resources and study sessions., • Runs data reports needed for scheduling, state and national reporting, and other departmental needs., • Builds and maintains databases, including contact information for all current undergraduate and graduate students and alumni. Maintains current departmental listservs and email groups for each semester., • Serves as primary Title II contact and completes required reporting two times each year. Training may be required at ODE in Columbus or via webinars. Reports will be completed with collaboration with Accreditation Coordinator and Area Coordinator., • Maintains and updates scholarship eligibility spreadsheets for Education majors to share with Area Coordinator and Education faculty when time to award scholarships. C. Area Coordinator Support • Sends notifications to candidates regarding appeal decisions and documents communication., • Takes area meeting minutes and works with area coordinator to archive minutes, appeals, etc., • Maintains departmental expenditure records for each fiscal year, advises the Area Coordinator on budget status, and manages online purchasing processes., • Coordinates departmental events such as receptions, retreats, and supervisor meetings, including publicity and food arrangements., • Proctors exams as requested by faculty and performs other duties as assigned., • Serves as a backup academic advisor for general questions from students and non‑EDU advisors, redirecting specific advising questions to appropriate faculty., • Serves as an initial point of contact for students experiencing challenges, including emotional responses to test scores or confusion about departmental or state requirements., • Schedules departmental meetings and events by reserving rooms, sending calendar invitations, and maintaining the electronic calendar., • Meets with prospective students when faculty are unavailable. D. Performance Standards • Performs assigned responsibilities in an accurate, timely, and effective manner with minimal supervision and meets established timelines for special assignments., • Pays close attention to detail and asks for clarification as needed., • Exhibits requisite skills and knowledge and an appreciation for confidentiality, including, but not limited to test scores, social security numbers, and fingerprinting report results., • Makes positive contributions to effective teamwork within the work unit and with other college departments., • Strives for excellence in performance of responsibilities and in meeting needs of clients/candidates served., • Knows and observes college and departmental policies, guidelines, and procedures., • Takes initiative to suggest and pilot ways to streamline and simplify the many processes, procedures, and systems associated with teacher licensure preparation of approximately 150 candidates, including more effective ways to utilize technology., • Qualifications, • High school graduation with specialized secretarial training or equivalent, plus at least two years of responsible experience as an administrative assistant. Associate’s degree or higher preferred., • High level of organizational skills, with ability to prioritize and to handle multiple tasks., • Accomplished computer skills with experience using Microsoft Office (Word, Excel, etc.) and social media (Facebook, Twitter, Instagram, etc.), • Evidence of proficient typing and proofreading skills., • Excellent student support servitude mentality and oral and written communication skills., • Willingness to support students above and beyond regular hours and traditional duties; for example, attending extracurricular activities, representing college staff on campus committees, etc., • Willingness to promote Wilmington College’s Education Program (i.e. making calls or writing notes to prospective students, etc.)., • Willingness to work above and beyond the call of duty (i.e. assisting with the Education graduate reception and Advisory Board meetings after hours, posting about class cancellations from home in extremely bad weather, or responding to an occasional email from home).
