Assistant Director of Undergraduate Education Services

Assistant Director of Undergraduate Education Services AS6547

Staff (Full-Time) --> Provost & Academics

DeLand, FL • ID:
1297-280
• Full-Time/Regular

The Assistant Director of Undergraduate Education Services ensures the effective operation of the Office of Education Programs and provides direct support to the Director of Student Teaching, Department Chair, Undergraduate Council co-chairs, Tier I, II, and III Coordinators, and all undergraduate faculty members. The Assistant Director provides a wide array of support for detailed and confidential projects as well as works closely with students, faculty, staff, Florida Department of Education, School of Music, local Florida school districts, and other personnel on campus. The position requires initiative, independent judgment, and discretion in various duties. This position also requires a great deal of independence within the scope of established policies and procedures for day-to-day operations and accountability under the general supervision of the Department Leadership team. The Assistant Director oversees the daily operations of the Department’s databases, which track teacher candidates’ critical performances, program transition points, diversity experiences, program admission materials and data, and field experience placements and records. The primary responsibility of this position is to ensure the accuracy and integrity of the Department of Education databases, including data input and output and end-user training and support. The position will provide support to the Department of Education faculty and staff by assisting with the creation of state reports; ensuring that students, faculty, and staff are trained in the proper use of the Watermark assessment system; developing and implementing policies to guide data entry; making sure that the databases effectively capture candidate and program information; and generating accurate data and analytical reports for external and internal reporting and analysis.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Employment duties will include, but not be limited to:

Provide support to the Director of Student Teaching, Department Leadership team, Undergraduate Council co-chairs, Tier I, II, and III Coordinators, all undergraduate faculty members, and students
Ensure that identified priorities are addressed in a timely fashion
Manage the daily operations of the Office of Teacher Education Programs, ensuring all deadlines are met and workflow is efficient
Process and manage an array of confidential materials, including student certification processes, GPA, course grades, Records of Release Authorization forms, Florida Teacher Certification Examination scores, SSNs
Assist in coordinating calendar meetings and provide data and support to the Undergraduate Council
Coordinate the distribution of student advisees to appropriate faculty advisors, letting Dean’s office know of necessary changes
Manage the Watermark platform for Undergraduate and Graduate Studies (troubleshoot and pull data as needed)
Assist Administrative Assistant in managing financial paperwork including review, tracking, and distribution through appropriate processes (student fees, vouchers, name badges, Watermark, FFEA, mileage)
Draft, initiate, and mail selected correspondence for faculty
Develop and manage spreadsheets for student records (ELED and MUED)
Coordinate special events alongside faculty to promote student retention
Collaborate with colleagues (SoM, graduate studies, local school districts, Watermark, 240 Tutoring) daily
Advise faculty, administrative staff, and students on policies and procedures as needed
Conduct monthly meetings for Undergraduate Council, gather and assist in presenting Benchmarking data, Students of Concern meetings; provide training, support, and mentoring for Cooperating Teachers (Watermark review), Music Education majors (program review), and interns (certification review)
Produce multiple state reports within eIPEP at request from the Florida Department of Education, which supports our program accreditation
Discover where graduates are currently working throughout the country; contact their administrators for surveys and reports
Track current candidates and program completers through FLDOE eIPEP site
Watermark point-person for Undergraduate Education (Elementary and Music) and Graduate Studies; upload Argos reports containing, student and faculty users, courses, critical tasks; building rubrics and templates with the appropriate standard sets
Assist with the application and approval process for students requiring financial support
Compose and organize records and analysis of the department’s current Benchmarking plan, consisting of baselines, goals, and interventions, in correlation with state approval and accreditation
Provide Registrar’s office with appropriate graduation transcript language
Correspond with Department of Education on candidates’ state certification status
Member of the Professional Learning Committee between Stetson and VCS (prepare reports and minutes)
Revise corresponding program policies, language, standards, and documents, as needed
Build full Degree Audit plans for all new and entering Elementary Education majors
Update met requirements through “Force Complete” on Degree Audit for ELED and MUED students passing required examinations and entering approved program or student teaching
Prepare appropriate updates to the department’s Student Teaching Handbook each semester
Prepare hardcopy and electronic Cooperating Teacher packets at the beginning of each semester and create Cooperating Teacher certificates at the end of each semester
Handle the creation and distribution of Letters of Concern to students
Manage personal work email, along with the Undergraduate Teacher Education Office email
Provide an accessible and welcoming office environment while fostering a professional and supportive relationship with students
Perform other site- and position-specific functions as assigned

Required Skills
Significant experience with Word, Excel, and PowerPoint
Exceptional verbal and written communication skills
Ability to work independently and efficiently
Highly developed organizational and multi-tasking skills
Ability to prioritize and handle simultaneous projects independently while maintaining attention to detail
Ability to learn to anticipate the needs and requests of the Director of Student Teaching, prior to the need
Possess excellent judgment and the ability to handle confidential information with sensitivity
Strong interpersonal skills to facilitate effective work with a large and diverse group of faculty and staff
Must be able to develop and maintain effective working relationships with all the constituents, including but not limited to students, faculty, staff, and alumni
Strong computer and technological skills, as well as the motivation to explore and learn new technologies
Cultivates and maintains a broad working knowledge of the University and in-depth understanding of issues concerning the College of Arts and Sciences, Elementary Education program, and Music Education program
Significant experience with Degree Audit, Argos reports, Watermark platform, 240 Tutoring
Experience in an education-related field to better understand program and state processes

Required Experience
Bachelor’s degree in a related field
Five years of experience in a similar position
A great deal of independence and responsibility
Ideal Candidate Qualifications:

Master’s degree
Knowledge of the University’s academic administrative software (Banner/Argos)
Salary Grade: 5