Undergraduate Programs Coordinator - 22593BR

Undergraduate Programs Coordinator

Electrical Engr & Comp Science
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Undergraduate Programs Coordinator reports to and works with the Associate Chair for Undergraduate Programs in the Department of Electrical Engineering and Computer Science (EECS) in the KU School of Engineering. This position provides services critical to the smooth and successful operation of the department’s majors: Electrical Engineering, Computer Engineering, Computer Science, and Interdisciplinary Computing (with a fifth major in the planning process). These services include undergraduate recruitment and admission; undergraduate enrollment assistance and policy enforcement; undergraduate record-keeping; undergraduate curriculum support; and support for program accreditation.

Job Description

  • Undergraduate Recruitment and Admission:
    • Responds to prospective student questions.
    • Assists with walk-in prospective student visits, which often include parents.
    • Establishes student files for admitted students.
  • Undergraduate Student Enrollment Assistance and Policy Enforcement
    • Acquires and maintains a comprehensive understanding of all EECS undergraduate academic programs (currently four) and department academic policies.
    • May provide training and support to advisors.
    • Provides guidance to students in all EECS majors on an ad-hoc, walk-in basis on academic and/or personal issues including academic policy issues, graduation checks and certification, and/or general administrative guidance.
    • Apprises advisors of student needs and potential academic problems as a result of ad-hoc student interactions.
    • May release Engineering advising holds when students have completed advising.
    • Notifies students and advisors of last-minute class openings, additions, and closings.
    • Provides assistance to faculty and students regarding enrollment issues, including managing waitlists and generating permission numbers as appropriate.
    • Administers the EECS Upper-Level Eligibility (ULE) and prerequisite rules for all students each semester, including checking for ULE and prerequisites, informing students of appropriate steps to take when enrollment violates ULE, and/or prerequisites, and enforcing ULE and prerequisites as necessary by administrative drop.
    • Informs students of critical milestones/deadlines to ensure timely degree completion, in part by encouraging them to use the EECS Graduation Planner tool.
    • With the Associate Chair and the Dean’s office, evaluates student performance and progress in deciding which students should be placed in special academic status such as Suspended, Probation, Dismissal, and Good Standing.
  • Undergraduate Record-Keeping:
    • Updates and maintains all undergraduate student academic folders.
    • Oversees procedures for approval/denial of Course Substitution Petitions and Transfer Contracts, updating Degree Progress Reports as appropriate.
    • Provides status reports and student statistics to the Associate Chair as needed.
  • Support for Program Accreditation:
    • Schedules meetings and takes/distributes minutes for the Accreditation Committee.
    • Distributes and collects Accreditation Course Surveys each semester.
    • Maintains records (spreadsheets and charts) of attainment of Course Outcomes and Student Outcomes for review by the Accreditation Committee
    • Assists with writing/editing Accreditation Self-Studies.
    • Assists with gathering accreditation documents.
    • Coordinates student exit interviews and senior surveys.
  • Schedules bi-weekly meetings and takes/distributes minutes for the Undergraduate Committee.
  • Handles correspondence between Associate Chair, faculty, and undergraduate students regarding enrollment.
  • Monitors and manages class enrollment limits and assists the Associate Chair in arranging for larger rooms, additional lab sections, etc.
  • Updates EECS Undergraduate Handbook and EECS Graduation Planner as needed (all degree programs); arranges for posting of Undergraduate Handbook on the EECS web page.
  • Prepares and tracks curriculum changes for the online catalog.
  • Processes course catalog changes.
  • Coordinates/shares information with various award/honor committees.
  • Compiles, submits, and tracks award nomination packets.
  • Makes all arrangements for and attends the annual EECS graduation banquet.
  • Cross-trains for other department administrative positions.
  • Provides back-up for office receptionist.
  • Maintains job duties manual.
  • Follows through with missing grade reports with faculty each semester.
  • Assists faculty and GTAs with making copies of class materials and other administrative tasks.
  • Supervises (with other EECS staff) the office student workers.
  • Undertakes special projects as assigned.

Required Qualifications

  1. Bachelor’s degree with three years of relevant experience, including (a) working directly with students in a college or university setting, (b) skilled clerical and/or administrative support work, and (c) working with basic office computer systems.
  2. Demonstrated strong communication and organizational skills as evidenced by letter of application and work history.
  3. Demonstrated interpersonal skills and ability to work as part of a team as evidenced by work history.

Preferred Qualifications

  1. Competency in use of Microsoft office, including Excel.
  2. Knowledge of KU and School of Engineering requirements, policies, and procedures.

Additional Candidate Instructions

Only complete application packages submitted online will be considered. A complete application includes an online application form, resume, cover letter, names, and contact information for three professional references.

Application review begins July 11, 2022, and continues until a qualified pool of applicants is identified.

Contact Information to Applicants

David Petr, dwp@ku.edu

Advertised Salary Range

Starting $43k, commensurate with experience

Work Schedule


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Posting Information
Posting ID:
Electrical Engr & Comp Science
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: