The University of Delaware — Academic Advisor I

Under the general direction of the Chair and the Business Administrator, the Academic Advisor I manages full time and part-time graduate programs. In consultation with faculty, the Academic Advisor I provides academic support services including monitoring graduate program applications and registration and serves as faculty/student liaison as needed. Responsibilities include participation in formulating the graduate program recruiting budgets, and serving as liaison to the external entities and universities to market the opportunities available at the University. In addition, the Academic Advisor I works with other University of Delaware offices and departments to facilitate graduate education for student populations and working professionals.

MAJOR RESPONSIBILITIES:

Graduate Services:

  • In collaboration with faculty advisors or independently, assist student in establishing realistic and attainable academic and career goals. Provide advice on academic, career and personal issues as needed and identify options appropriate for each student. Assist faculty and students with the analysis of each option, including possible outcomes and their implications; if needed, refer students to counseling services; set up an appropriate action plan for the student.
  • In collaboration with faculty advisors, identify options for student to satisfy degree requirements; evaluate and make recommendations on a student’s program of study.
  • Assist students with admission and registration. Provide guidance in course selection in keeping with the student’s interests, values and abilities.
  • Identify options for student to satisfy specific degree requirements; evaluate and make recommendations on petitions and adjustments to student’s program of study.
  • 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, direct student on copy binding and distribution, data on student and advisor of record, and submission of Graduate Office forms (Recommendation for Candidacy, Application for Advanced Degree, etc.).
  • Plan and attend department events, seminars, recruitment fairs as needed. Evening and weekends may be required.
  • 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.
  • Plan and manage all the administrative aspects of the full and part-time graduate programs including graduate student recruitment, stipend contracts and tuition funding, course registration, etc. Maintain student files and records; document all pertinent student information; update the student information system (UDSIS) regarding changes to student status, course registration, faculty adviser, etc.
  • Coordinate fellowship nominee information for MS and PhD graduate students.  Assist faculty and the Chair with nominating graduate students for awards and fellowships, and managing such awards and fellowships when received.
  • Plan and attend Graduate Student events including but not limited to Graduate Student Orientation, Graduate Student Welcome event, New ELI Graduate Student meeting, Graduate Student Recruiting.
  • Work with faculty to determine Graduate Teaching Assistant assignments for ME undergraduate classes each semester.
  • Monitor academic progress of students; analyze progress reports from instructors; determine eligibility and satisfactory progress toward a degree; identify current and potential need or problem areas (e.g., study skills, tutoring) and refer students to appropriate campus resources for assistance; communicate findings within the department and other university departments as needed.
  • Interpret and explain college and university policies and procedures; participate in preparation of orientations and present academic information to new students and parents during orientation.
  • 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.
  • Assist in recruitment of potential students by advising them of general academic requirements; describe graduate courses; disseminate information regarding registration procedures; prepare recruitment packets.
  • Gather and/or calculate necessary information such as GPA’s or enrollment statistics; prepare various reports as requested.
  • Manage logistics for students attending ELI/ITA, TA assignments, etc.
  • Maintain department thesis/dissertation inventory.

 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.

Chairperson Services:

  • Generate ad hoc reports from various sources on graduate students, Post-docs, visiting scholars, etc.
  • Gather statistics for various requests including department surveys.
  • Serves as backup for
  • Scheduling appointments for the Chair and keep the Chair’s calendar.
  • Edit documents, print letters and other correspondence, review all documents and submit for signature.
  • Assist the Chair with presentation materials for conferences, meetings, Chair’s Advisory Council, etc.

Departmental Services:

  • Single point of contact for new visiting scholars, Post-docs, or Supplemental Professionals.  Obtain necessary information from faculty, compose offer letter, FedEx, and forward to College Business Office HR for visa process and/or RTR.  Guide new employees through new hire process working with College Business Office.  Complete department check-in procedure.  Field inquiries and issues regarding payroll, benefits, 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.
  • Work with faculty to determine Undergraduate Teaching Assistant assignments for Mechanical Engineering undergraduate classes each semester.  Submit Additional Assignment webforms for new UTA assignments.
  • Guide new Miscellaneous Wage employees and Undergraduate Teaching Assistants through new hire process working with the College Business Office HR staff.
  • Serves as back up for the UD Time timekeeping system for Miscellaneous Wage employees.
  • Perform other job-related duties as assigned.

QUALIFICATIONS:

  • Bachelor’s degree in student personnel, marketing, education, business administration or related discipline with one year of job-related experience or equivalent combination of education and experience.
  • Prior experience in engineering, science, technology or mathematics field preferred.
  • Experience in program coordination.
  • Ability to grasp, retain, and disseminate an extensive and varied body of information; the 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.
  • Advanced 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.
  • Proficiency with Word, PowerPoint, Excel, MS Access.
  • Experience with University’s student records system (UDSIS), graduate application database (SLATE), and accounting system (based on PeopleSoft) preferred.

To Apply:  For a complete list of requirements and job duties and to apply online, please visit our web site at http://www.udel.edu/udjobs. Reference number (Job ID) 106088 .

Equal Employment Opportunity 

The University of Delaware is an Equal Opportunity Employer which encourages applications from minority group members, women, individuals with a disability and veterans.  The University’s Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html. Employment offers will be conditioned upon successful completion of a criminal background check.  A conviction will not necessarily exclude you from employment.

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