Education Support Coordinator

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

• 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

• 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