Licensure Coordinator

Department: Col of Ed and Human Development

Classification: Education Support Spec 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The College of Education and Human Development’s (CEHD) Office of Teacher Preparation (OTP) works across all programs to support the teaching, assessment and service mission of the college. OTP provides a broad range of services, including but not limited to: regional school division outreach, partnership development, placement of CEHD students for clinical practice experiences, licensure of education preparation students, Virginia Department of Education licensure requirements and regulations, hiring of university supervisors, and managing electronic data systems related to clinical experience and licensure.

About the Position:

The Licensure Coordinator assists the Director of Teacher Preparation and CEHD colleagues in keeping current on changes in state regulations. Responsible for researching and verifying student qualifications for state licensure in the areas of teacher, counselor, school psychologist, reading specialist and principal, and other non-Department of Education licensure options offered by CEHD.

Responsibilities:

• Researches, completes, and authenticates State College Verification Forms and submits to individuals, school divisions and the Virginia Department of Education (VDOE) as a completed package for program completers;
• Enters completed college verification forms in CEHD database for internal and external reporting purposes;
• Researches, reviews and completes licensure packets for all licensure program completers;
• Records all received and processed documentation in the CEHD database, including what was submitted to VDOE and when it was sent;
• Acts as designated university signing authority and secondary liaison for the VDOE;
• Generates licensure letters and a copy of the college verification form for all students so that they can obtain hire while the license is in processing with VDOE;
• Prepares special request letters for students applying for jobs prior to licensure completion or when they are moving to other states/countries;
• Communicates via classroom visits, phone, mail, and individual meetings with applicants and current students about licensure requirements;
• Coordinates with other GMU offices, including the Office of the Provost, Office of the Registrar, College of Science, School of Integrative Studies, College of Visual and Performing Arts, and other GMU stakeholders regarding licensure requirements, policies and any changes;
• Communicates with the VDOE, school divisions, and other colleges and universities regarding licensure of students within programs;
• Collaborates with Academic Program Coordinators, Academic Advisors and other CEHD staff to keep up to date with information on new CEHD programs, including those under development, as well as new state policies that may impact CEHD students and/or programs and notify appropriate personnel of the changes;
• Researches licensure completion status and enters coding into Banner for program completers;
• Reviews credentials for other licensing organizations and states, including state medical boards;
• Maintains and updates the approved-program VDOE matrices, in coordination with academic programs to ensure state requirements are met throughout academic programs;
• When changes are made to state regulations, communicates these with all appropriate parties and collaborates to ensure the matrices accurately reflect any program changes;
• Advises current students interested in GMU state-approved licensure programs, students seeking additional endorsements, Academic Program Coordinators, Academic Advisors and other CEHD office staff, provisionally licensed teachers seeking full licensure, licensure specialists in the school divisions and licensure specialists in other states;
• Responds to emails and phone messages in a timely manner;
• Schedules meetings with students and creates handouts with pertinent licensure information;
• Maintains the CEHD licensure website and includes all updated documentation to provide a helpful resource for students interested in a program, students within the program and students who have completed a program;
• Provides information and guidance to endorsements staff, Academic Program Coordinators, Division Directors, and academic advisors to ensure students receive current licensure information and regulations;
• Assists and supports individuals and school divisions to achieve overall mission objectives;
• Completes all special requests including, but not limited to: verifying specific Mason program information, internship information, anticipated program completion, verify, process and code into Banner waivers for Praxis Core, and requests to verify test scores;
• Fulfills information requests of Dean, Assoc. Dean, Director OTP, CEHD Division Directors, Academic Program Coordinators, other CEHD staff, licensure specialists in the school divisions and licensure officials in the VDOE;
• Coordinates with the Director of Academic Review and Reporting on ensuring individual program completers are accurate for external reports, including US News & World Report, Title II, Biennial Report and VA Employment Survey;
• Undertakes special projects as needed, including assisting with preparation of CAEP State report;
• Conducts transcript evaluations and updates licensure requirements for students enrolled in the teacher preparation programs. Informs the student and programs that the license application is or is not ready for further processing;
• Verifies students have completed state-approved programs, coding all program completers in Banner, applies for licensure, statements of eligibility and conditional licenses;
• Responds to special requests from individuals, school divisions and state departments of education;
• Advises current licensure students as well as Division Directors, Academic Program Coordinators and faculty (including the Educator Preparation Council) with regard to the licensure process and state regulations;
• Provides procedural support to program coordinators in the development of new licensure courses and programs to assure compliance with state rules and regulations;
• Reviews credentials for other licensing organizations (e.g., state medical associations); and
• Provides backup support of key OTP activities, such as content area reviews, recruitment events, and internship and field placements, to ensure smooth operations and coverage of essential tasks across the department. 

Required Qualifications:

• Bachelor’s degree in related field or the equivalent combination of education and experience;
• Considerable experience (typically 3+ years) working as a teacher in a PK, elementary, middle, or high school setting;
• Experience working independently and collaboratively in a fast-paced team environment;
• Experience demonstrating strong attention to detail and accuracy, particularly in the handling and processing of official documentation;
• Working knowledge with teacher license or equivalent experience;
• Working knowledge with school districts or VDOE;
• Must be detail oriented, have the ability to monitor complex processes, follow policy and guidance, and work independently as well as in a team; and
• Be able to work evenings and weekends as required.

Preferred Qualifications:

• Experience in a higher education setting.

Instructions to Applicants: 

For full consideration, applicants must apply for Licensure Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: September 20, 2024

For Full Consideration, Apply by:  October 18, 2024

Open Until Filled:  Yes