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Asian Languages and Literature has an outstanding opportunity for a Counseling Services Coordinator. This individual will manage graduate advising and the undergraduate and graduate programs in the Asian Languages and Literature Department.
The position entails contact with students, faculty, and staff members inside and outside the Department and the University, as well as with prospective students.
MAJOR RESPONSIBILITIES: Graduate Student Advising
Serve as Graduate Program Advisor. Monitor progress of current graduate students and provide guidance on understanding program requirements leading to completion of MA and PhD degrees. With faculty guidance, coordinate individual course-planning for graduate students.
Assist the Faculty Graduate Program Coordinator with recruiting and advising prospective graduate students for the Asian Languages and Literature program; respond to all inquiries regarding application to the program, including the suitability of programs in relation to the student’s educational background and academic and career objectives. Discuss availability of financial support.
Coordinate annual spring review of current graduate students by faculty and work with Faculty Graduate Program Coordinator to recommend action for students who are having academic difficulties.
Plan and run incoming and current graduate student orientation programs, events, and meetings. Coordinate with the Program Coordinators within the Department, the College and the University for outreach, special events, and student services.
Coordinate with the UW Graduate School, Registrar’s Office, Study Abroad Office, International Student Services, and other UW units as needed to assist students and applicants and to resolve problems.
Advise students on career opportunities and placements after graduation, including assisting students with developing job materials and communicating with students about job openings.
Organize a series of department-specific graduate student professional development workshops and career panels.
Develop and maintain the "Student Funding" web pages and other systems for disseminating funding opportunities to current and incoming students.
Graduate Student Services
Serve as the primary liaison to the Graduate School to anticipate and resolve problems. Attend Graduate School meetings and keep informed of new policies and procedures. Inform Program Coordinators, Faculty Graduate Program Coordinator and Chair of any changes.
Organize, track, and manage all administrative details of graduate student milestones, such as Petition to Proceed, MA exams, and general/final PhD exams.
Create, develop, update, edit, and maintain print and website materials for the graduate program. Maintain paper and electronic records for program administration and for students.
Produce annual reports and regular status updates on graduate programs. Gather and analyze data as needed for reporting and program assessment and refinement.
Manage Asian Languages and Literature graduate program online admissions procedures, including processing incoming applications, compiling and evaluating data in order to assist faculty in reviewing of applications, and notifying applicants and the Graduate School of final admissions decisions through MyGrad. Update the online application, supporting materials, and program website as needed.
Maintain individual student records in accordance with appropriate privacy and legal requirements; develop and/or maintain educational tracking processes of individual students.
Represent departmental programs at student orientations and other events as appropriate. Design, develop, and maintain applicant and student databases; prepare and disseminate updated reports to Faculty Graduate Program Coordinator, Chair, and faculty.
Coordinate application and selection process for Department’s student awards and fellowships and create offer letters in accordance with university and Graduate School policies and procedures. Ensure distribution of such awards.
Maintain, update, and distribute information regarding events, projects, conferences, internships, summer opportunities, scholarships, etc.
Develop, update, and distribute Graduate Student Handbook annually.
Work with Faculty Graduate Program Coordinator to submit reports and proposals for additional funding to the Graduate School and the Dean’s office, including coordinating recruitment award applications (GO-MAP, Top Scholar Awards, etc.) and international student tuition waivers. Facilitate all other internal and external scholarship, fellowship, and award nominations/applications for graduate students.
Other issues related to supporting programs in Asian Languages and Literature.
Program Support and Development
With the Program Coordinators and the Chair, develop, manage, and implement overall procedures for the undergraduate majors and minors. Assist faculty in the curriculum review process for creating new majors and minors, and for making changes to current majors and minors.
With Program Coordinators and Chair, establish and update curriculum. Advise faculty and students on curriculum and Graduate School requirements. Maintain and update program policies and procedures; present proposals to faculty for review and approval. Monitor departmental curriculum changes as they affect the programs.
Update content on Department website regarding major and minor requirements and placement, proficiency procedures, and other information useful to undergraduates. Ensure information is accurate and up-to-date.
Organize and run career information talks and events by maintaining and developing connections with alumni. Develop career-related content for Asian L&L website.
Work collaboratively with the department Chair and the Chair of the Undergraduate Education Committee on projects that support the teaching mission and learning goals of the Department.
Explore and implement options to increase student enrollments in conjunction with faculty and the Office of Undergraduate Education.
Develop and maintain records of graduate alumni placement and work with former students.
Oversee the departmental Convocation and Awards Ceremony in conjunction with other office staff and the Chair.
Participate in outreach, recruiting, or other events for current and prospective students.
Assist in developing communication materials, including handouts, student guides, website updates and articles.
Write articles, create, and edit an annual print newsletter and quarterly electronic newsletters. Work with faculty and staff to develop additional content and articles. Manage printing and mailing of newsletter to alumni and donor audience.
Facilitate and coordinate language conversation tables and other events.
Serve as primary liaison and advisor for student groups (graduate student organizations, undergraduate advisory councils, etc.).
Oversee and organize special student programming, such the departmental honors program and language teaching internship program.
Serve as the primary liaison with the Humanities Academic Services Center (HASC) and maintain relationships with relevant advising groups on campus. Oversee major applications, and exceptions, when relevant to the situation.
Liaison and coordinate with other academic programs, alumni programs, career services, etc.
Other issues related projects as requested.
TA Recruitment and Hiring
Organize Department’s annual TA workshop to inform interested applicants regarding TA opportunities and application requirements.
Update job announcements and application process as needed, including updating the Department website, application forms, and online submission processes.
Organize application files; review candidates’ English Language qualification; compile data for TA selection committees. Administer tests for prospective TAs and organize interviews.
Work with Faculty Graduate Program Coordinator and curriculum committee to facilitate decisions on TA/RA/SA quarterly hiring needs and assignments. Monitor TA staffing, making arrangements for replacement or additional TAs when necessary throughout the year.
Advise TAs regarding job requirements and maintain TA records.
Organize TA Orientation each year together with the TA Training Committee.
Ensure departmental compliance with UAW/UW contract. Includes creating, updating, and distributing union-compliant graduate student departmental employment contracts, offer letters, and job descriptions. Advise Chair, faculty and staff regarding the interpretation/compliance of the UAW/UW contract.
Perform other duties as assigned.
2-3 years advising experience in a four-year higher education institution
Strong interpersonal skills and communication skills
Excellent problem-solving skills
Strong attention to detail and ability to adeptly manage multiple priorities and timelines
Demonstrated ability to work effectively with students, faculty, and staff from a wide variety of backgrounds
Ability and willingness to learn new technologies
Ability to work independently with minimal supervision as well as in a team setting
Advanced proficiency with Microsoft Word and Excel
Proficiency with cloud-based tools (Google docs, Microsoft OneDrive, etc.), and with electronic calendaring systems.
Master’s Degree in an Asian language or related field
Advising experience at the University of Washington in the College of Arts & Sciences
Knowledge of University of Washington academic procedures, policies and administrative systems (e.g., SDB, EARS, DARS, MyGrad Program, EDW, Degree Audit, etc.)
CONDITION OF EMPLOYMENT:
This is a full-time, 12-month position, operating during regular business hours 8:00 am to 5:00 pm, Monday through Friday.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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