Academic Advisor I, Mechanical Engineering
Job no: 499528
College / VP Area: College of Engineering
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 28E
CONTEXT OF THE JOB:
Under the general direction of the Chair and the Business Administrator, the Academic Advisor I is responsible for the academic advisement of current full-time and part-time graduate students and transfer students majoring in mechanical engineering. The Academic Advisor I develops and manages program coordination and will work cooperatively with other members of the College of Engineering, department faculty and graduate committee. Maintains regular contact with other academic units at the University in order to facilitate the students’ degree completion and facilitate graduation education for working professionals.
The Academic Advisor I is also responsible for the degree audit process and the graduate funding process. The Academic Advisor I works collaboratively with the graduate admissions committee to complete the admissions process. The Academic Advisor I manages the department recruiting events for prospective graduate students, and coordinates faculty and student volunteers who assist with recruitment and department student programming. The Academic Advisor I coordinates new student orientation presentations and collaborates with department leadership to create student materials such as online content relative to the graduate programs.
- Provide advisement services to Mechanical Engineering graduate students, guiding them to formulate educational goals and to make appropriate educational decisions to reach their goals. Monitor the progress of all Ph.D., Master’s, 4+1, and certificate program students through regular contact and collaboration with students and their faculty advisors.
- In collaboration with faculty advisors, identify options for students to satisfy degree requirements; evaluate and make recommendations on a student's program of study. Assist students with course registration.
- Manage and update students’ applications, files, and records. Verify accuracy of course load, curriculum requirements and course pre-requisite requirements, faculty advisor, transition to sustaining status; qualifier exam preparation and completion, dissertation defense (Ph.D.), thesis defense (MSME, MSR) and graduation eligibility.
- Check various data/forms for accuracy such as grade checks, overload petitions, curriculum changes; assist students in completing all requirements to earn a graduate degree.
- Plan and manage all the administrative aspects of the full and part-time graduate programs including recruitment, stipend contracts and tuition funding, course registration, etc.
- Plan and attend graduate events for recruitment, new student orientation, new graduate student welcome, etc. Plan and attend other department events and seminars as needed. Evening and weekends may be required.
- Assist in recruitment of potential students by advising them of general academic requirements; describe graduate courses; disseminate information regarding registration procedures; explain University policies and procedures, prepare recruitment packets. Gather and/or calculate necessary information such as GPA's or enrollment statistics; prepare various reports as requested.
- Assist faculty with logistics and preparation for qualifying exams, work with faculty and graduate students to prepare dissertation proposal/defense materials including but not limited to signature pages, data on student and advisor of record, and submission of Graduate Office forms (Recommendation for Candidacy, Application for Advanced Degree, etc.).
- Provide support to faculty and students for nominations and applications for several University, College and Department award opportunities. (i.e., Graduate College Fellowships, Laird Fellowship).
- Conduct independent market research as needed to assist with the development of marketing policies, procedures, and plans related to the department's graduate programs including recruitment, retention and curriculum enhancements, etc.
- Attend graduate committee meetings as needed and record minutes.
- Compile, verify, and analyze statistical reports; prepare administrative forms that may contain confidential information including verification of student stipends, tuition waivers and graduate student contracts; create departmental forms to track degree and/or certificate progress, 4+1 transfer courses, and course selection.
- Provide support and referral services for academic and personal issues to students, working with offices including but not limited to the Graduate College, Office for International Students and Scholars, and the Center for Counseling and Student Development.
- Manage logistics for students attending ELI/ITA, TA assignments, etc. Maintain department thesis/dissertation inventory.
- Manage the submission of additions and edits to the UD Course Catalog to reflect all changes in graduate course descriptions. Submit proposals in the Curriculog system for any and all changes to the degree programs’ requirements.
- Contribute to web content for department graduate programs; create and update content for the Mechanical Engineering Grad Programs web page
- Assist the department graduate student organization, Mechanical Engineering Graduate Association (MEGA), develop on-campus and off-campus opportunities for recruiting events and Mechanical Engineering graduate student community engagement. Coordinate with MEGA to schedule and support group events.
Part-time Graduate Services:
- Explain graduate policies to prospective part-time students.
- Assist faculty in mentoring continuing part-time graduate students to facilitate enrollment in classes and, when appropriate, admission to, and ultimately completion of, graduate degree programs.
- Work with the Office of Graduate and Professional Education to facilitate part-time graduate student processing and to improve overall processing procedures.
- Coordinate the marketing of department-based part-time graduate engineering education.
- Provide registration confirmation information for billing/collections of part-time graduate engineering students, working with the Office of Billing & Collections to insure appropriate billing and payment options for part-time students.
- Generate ad hoc reports from various sources on grad students, Post Docs, visitors, etc. Gather statistics for various requests including department surveys.
- Scheduling appointments for the Chair and keep the Chair's calendar as needed.
- Edit documents, print letters and other correspondence, review all documents and submit for signature as needed.
- Assist the Chair with presentation materials for conferences, meetings, Chair's Advisory Council, etc. as needed.
- Point of contact for new visiting scholars, Post Doc, or Supplemental Professionals.
- Obtain necessary information from faculty, compose offer letter, and forward to College of Engineering HR for visa process and/or RTR. Guide new employees through new hire process working with College of Engineering HR. Complete department check-in procedure. Field inquiries and issues regarding payroll, benefits, housing, etc. Direct person to the appropriate resource if they can't be helped in the department. Complete check-out process when employee leaves the University.
- Perform other job-related duties as assigned.
- Bachelor's degree and two years of job-related experience or equivalent combination of education and experience. Degree in student personnel, education, business administration or related field preferred.
- Experience in engineering, science, technology, mathematics, or college counseling field preferred.
- Knowledge of academic standards governing student probation, suspension, and/or expulsion and student recruitment and retention issues. Experience in program coordination.
- Ability to grasp, retain, and disseminate an extensive and varied body of information.
- Ability to exercise sound judgment and employ decision-making skills.
- Ability to evaluate student transcripts and/or records. Knowledge of graduate academic standards and judicial policies governing cheating and academic misconduct.
- Ability to communicate with students the course prerequisites, certification, and/or curriculum/graduation requirements.
- Working knowledge of graduate academic recruitment and advisement policies, procedures, systems, regulations, and standards at the university level is preferred.
- Basic knowledge of marketing and market research.
- Strong analytical and critical thinking skills, the ability to analyze, summarize, and effectively present data, and demonstrated leadership, organizational, interpersonal and communication skills with experience working productively with a wide range of constituencies in a diverse community.
- Proficient computer skills including use of presentation software, Word, Excel and Access.
- Experience with University's student records system (UDSIS), graduate application database (SLATE), and accounting system (based on PeopleSoft) preferred.
- Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
- Committee to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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