Academic Advisor - 11103BR

Academic Advisor

Electrical Engr & Comp Science
Employee Class: 
U-Unclassified Professional Staff

Position Overview

Provide support to Associate Chair for Graduate Studies and staff the Graduate Services Office in the Electrical Engineering and Computer Science Department. Duties include all matters pertaining to graduate recruitment, student advising, admissions and education.

Job Description

30%-GRADUATE ADMISSIONS AND RECRUITING: Manage all records and processes for graduate admissions, including creating and maintain application files; communicate programs and policies to students, faculty and inquirers; respond to requests for information about the program and the application process by handling queries made by e-mail, telephone, and in person and meet personally with prospective students; evaluate transcripts; evaluate students’ eligibility for admission including collecting applications, maintaining applicant database, and informing students of admission or rejection; provide admission recommendations to graduate committee; coordinate, schedule and attend graduate committee meetings; follow up on admission decisions; file appropriate paperwork meeting all department, school and university deadlines; develop recruitment and information materials; assist Associate Chair for Graduate Studies and faculty in recruiting efforts by providing up-to-date graduate handbook and brochure information in paper and electronic form; forward potential applicants to research interest faculty; plan various recruiting functions and new student orientations including refreshments, meals, travel arrangements; reimbursements; and room and equipment reservations.

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.

Required Qualifications

  1. Bachelor’s degree with 1 year relevant experience OR Master's degree
  2. Three years’ experience in skilled clerical,and/or administrative support work
  3. Demonstrated strong communication and organizational skills as evidenced by letter of application and work history
  4. Two year’s minimum experience working directly with students in a college or University setting

Preferred Qualifications

  1. Competency in use of Microsoft Office, including Access
  2. Experience with database management
  3. Experience updating and posting to web pages
  4. Knowledge of KU and the School of Engineering requirements, policies and procedures
  5. Exposure to international and diverse populations

Additional Candidate Instructions

A complete application consists of the online application, resume, cover letter outlining how qualifications are met and contact information for three professional references.
  • Application review begins on April 9, 2018.
  • Applications will continue to be reviewed until a qualified pool of applicants is found.

Contact Information to Applicants

Victor Frost

Advertised Salary Range

Minimum $36,710

Application Review Begins


Anticipated Start Date


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Posting Information
Posting ID:
Electrical Engr & Comp Science
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
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