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The Department of Materials Science and Engineering has an outstanding opportunity for an Academic Counselor - Senior to join their team.
As part of the Academic Services team, this position serves as the point staff person for undergraduate activities in the Department of Materials Science and Engineering (MSE). In addition to advising current undergraduate students in MSE, this position serves prospective students, including students transferring from two and four-year colleges and University of Washington (UW) students changing to the MSE major. This position liaisons with the College of Engineering (CoE)’s Office of Academic Affairs, other CoE departmental advising offices, the Office of the University Registrar (OUR), Undergraduate Academic Affairs (UAA), the Office of Minority Affairs (OMA), the Office of Admissions, Graduation and Academic Records (GARS), UW Continuum College, Disability Resources for Students (DRS), Counseling Center and Hall Health, International Student Services (ISS), and other campus units to address student issues regarding academic, career, registration, advising, financial, and personal student issues. This position supports activities in MSE related to the Accreditation Board for Engineering and Technology (ABET), including keeping careful student records and sending annual surveys. The Academic Counselor – Senior reports to the Director of Academic Services and works closely with the Associate Chair and (faculty) Undergraduate Program Coordinator.
DUTIES AND RESPONSIBILITIES
Student Advising & Support - 55%
Maintain a welcoming and supportive advising climate for all students.
Provide timely, accurate and constructive advising services to approximately 140 undergraduate students.
Maintain strictest standards of confidentiality and discretion.
Serve as undergraduate services liaison for students, faculty, and staff to other college and university units.
Monitor student progress, provide outreach to students at risk, process graduation requests and regularly review degree audits for each student.
Provide advising for current students, including counseling on satisfactory academic progress and performance, course scheduling and registration procedures, and departmental and university academic policy.
Receive and process student petitions for departmental degree requirements in consultation with the MSE Undergraduate Program Coordinator.
Advise students on the MSE undergraduate student continuation policy and returning student process.
Notify Director of Academic Services of any unsatisfactory academic progress or performance and recommend action. Notify students of any action taken and provide appropriate advising for how best to resolve or address academic issues.
Reach out and provide a contact for students going through personal issues referring them to campus resources as needed.
Advise students on opportunities, procedures, and best practices for securing financial awards (scholarships, fellowships, grants, etc.)
Answer internship and career placement questions and refer students to the Career Center @ Engineering for additional resources.
Program Support & Events - 25% Curriculum, Instruction and Committees:
Oversee the production of the quarterly time schedule.
Submit new course and course change applications.
Coordinate and help facilitate MSE 398 Leadership Seminar.
Facilitate and participate in departmental and program reviews for the College of Engineering, the Graduate School, and the MSE External Advisory Board (EAB).
Create and edit content for online and printed materials for undergraduate admission and undergraduate programs in consultation with the Director of Academic Services and the Undergraduate Program Coordinator.
Coordinate and participate in MSE Undergraduate Committee meetings, including taking meeting minutes, reviewing course offerings, and providing course feedback from students.
Assist in the coordination of and participate in MSE Accreditation and Continuous Improvement (ACI) / Accreditation Board for Engineering and Technology (ABET) Committee meetings.
Participate in MSE Graduate Committee meetings and attend MSE Faculty meetings.
Departmental Awards and College of Engineering Awards:
Manage MSE annual student, teaching and mentoring awards, including preparing student data for faculty meeting, calling for nominations, coordinating the selection process, notifying recipients of their awards, and working with MSE administrative staff to ensure monetary awards are received and the MSE Annual Awards web page is updated.
Coordinate annual College of Engineering scholarship process, including communicating application deadlines to MSE undergraduate students, preparing student data for review, and awarding scholarships in consultation with the Director of Academic Services, Administrator, and Undergraduate Program Coordinator as well as
Provide students and faculty with campus fellowship and award opportunities and assist with the application process.
Events & Outreach:
Plan and coordinate new student advising and orientations and prospective student activities.
Co-plan, organize, and participate in the MSE Graduation Celebration and MSE Industry Day.
Facilitate summer UW Materials Camp (MatCamp) with UW Continuum College.
Assist with additional events such as Engineering Discovery Days.
Attend and contribute to monthly College of Engineering (CoE) undergraduate advisor meetings.
Attend UW recruitment events and provide printed materials to other departments for off campus events.
Create and edit print and online materials for undergraduate program.
Send out undergraduate program information to other UW advisors.
Set up meetings with prospective students and respond to email questions.
Travel to represent the department at high schools and community colleges.
Prepare undergraduate applications for review by Undergraduate Committee.
Send out admissions decisions and maintain communications with applicants.
Serve as MSE representative to the College of Engineering (CoE)’s Placement Coordinating Committee.
Adhere to annual bachelor’s program admissions goals.
Create admissions statistics reports for departmental meetings and events.
Other Duties - 5%
Back-up the graduate advisor as needed, such as for planned vacations and other leaves of absence.
Other duties as assigned.
Bachelor’s degree and three years of experience advising undergraduate students.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in higher education, working with students from diverse backgrounds.
Strong organizational skills and event planning experience.
Excellent English oral and written communication skills.
Excellent interpersonal skills and ability to work with international constituency (faculty, staff, students, and institutional officers).
Advanced computer and software skills, particularly Microsoft Office for Web – Outlook, Word, Excel, PowerPoint, OneNote, Teams, OneDrive, SharePoint, Bookings.
Master’s Degree in education, social sciences, or a related field.
Previous experiencing advising Science, Technology, Engineering, and Math (STEM) students.
Previous experience using UW systems such as the UW student database (SDB), Electronic Academic Records System (EARS), Degree Audit Reporting System (DARS), Time Schedule Construction System, Canvas Learning Management System, MyGrad, UW Curriculum Management system (UW CM), and Business Intelligence (B.I.) Portal for UW Enterprise Data Warehouse reports and analytics.
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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