Academic Advisor - 11103BR
45%-GRADUATE ENROLLMENT AND PROGRESS TRACKING: Communicate effectively with and provide accurate academic guidance and Graduate School information and policies to faculty and current and prospective students; advise students with coursework planning; gain and apply thorough knowledge of academic degree requirements and policies and procedures of the school and university; assist with enrollment; function as advisor at new student orientations; determine if criteria have been met by the student to release academic holds for enrollment; coordinate advising dates with undergraduate director/assistant and graduate director; release enrollment holds as appropriate; monitor student enrollment and progress each semester to ensure progress towards degree; advise students of critical milestones/deadlines to ensure timely completion of their degree; update students file and database, notifying Associate Chair for Graduate Studies and faculty advisor of problems; work closely with Dean’s Office and faculty to facilitate graduation certification; contact students about last-minute class openings, additions, and closings; create and manage academic unit advising databases to help track student progress and course needs from semester to semester; maintain advising records in KYou Portal; initiate, prepare and track PtD forms including obtaining signatures; file copy to appropriate offices; prepare, send notifications and post defense notices; work closely with Dean's staff and Graduate School staff concerning graduate matters.
15%-DATABASE, STATISTICS AND REPORTS: maintain database for graduate admissions, and current and past students and GTA assignments; provide application, enrollment and graduation statistics and reports as required by the department, school, university, accreditation commission, and other organizations as requested; maintain list of thesis and dissertation information; department/school/university and outside organization awards, fellowships and stipends; and other statistics as assigned.
10%-OTHER DUTIES: Develop and maintain advising materials for the faculty and students specific to the academic unit; provide process recommendations, administrative and secretarial support to Associate Chair for Graduate Studies; maintain all forms and documents as hard copy and electronically; generate permission numbers; maintain filing system that includes an archive schedule; cross-train for other department positions; act as back-up for office receptionist; maintain job duties manual; attend and contribute to administrative staff meetings; attend training to update skills as needed; adhere to department, school, and university policies and procedures; assist Assist Associate Chair for Graduate Studies in assigning GTA positions each semester; assign GTA offices and mailboxes; send appropriate lists to EECS faculty, scheduling officer and required university offices; fill out Course Offering Forms when requested; assist in the supervision of office student help; special projects as assigned.
- Bachelor’s degree with 1 year relevant experience OR Master's degree
- Three years’ experience in skilled clerical,and/or administrative support work
- Demonstrated strong communication and organizational skills as evidenced by letter of application and work history
- Two year’s minimum experience working directly with students in a college or University setting
- Competency in use of Microsoft Office, including Access
- Experience with database management
- Experience updating and posting to web pages
- Knowledge of KU and the School of Engineering requirements, policies and procedures
- Exposure to international and diverse populations
Additional Candidate Instructions
- Application review begins on April 9, 2018.
- Applications will continue to be reviewed until a qualified pool of applicants is found.