PAY GRADE: 29E

CONTEXT OF THE JOB:

Under the general direction of the Associate Chair for Graduate Studies and the Business Administrator, the Academic Advisor II manages full-time and part-time graduate programs in Electrical and Computer Engineering and Cybersecurity and is responsible for Department outreach activities aimed at providing an array of leading educational programs to regional, national, and international constituencies. In consultation with departmental faculty, the Academic Advisor II offers academic support services, including managing the graduate admission process, monitoring the academic progress of graduate students, and serving as faculty/student liaison as needed. Responsibilities include participation in graduate program activities and budgeting and serving as liaison to external constituencies to market the opportunities available at the University. In addition, the Academic Advisor II works with other University offices and departments to facilitate the implementation of full-time and part-time graduate education programs, including Ph.D., M.S., Certificate, and multidisciplinary programs delivered on-campus and online.

MAJOR RESPONSIBILITIES:

• Plan and provide advisement services to Electrical and Computer Engineering graduate students, guiding them to formulate educational goals and to make appropriate educational decisions, keeping with the students interests, values, and abilities.
• Maintain regular contact with and monitor the progress of ECE graduate students.
• Maintain knowledge of, interpret, and explain Department, College, and University policies and procedures, including academic requirements, transfer credit procedures, and funding processes.
• Plan and manage the administrative aspects of the full- and part-time graduate programs including the graduate student recruitment processes. Liaison with external partners (e.g., MindMax, JP Morgan Chase) and UD Offices and Colleges (e.g., Professional and Continuing Studies, COE Graduate Affairs, Graduate College) to effectively guide the student from application through degree completion.
• Review students Applications for Advanced Degrees to ensure students have met degree requirements. Assist students in solving issues related to degree completion, including identifying appropriate course substitutions.
• Review final grades after semesters end to ensure minimum grade requirements are met and provide student feedback.
• Make recommendations to the Associate Chair for Graduate Studies, the Cybersecurity Graduate Director, and the On-Line Program Director for alternative/substitute courses that fit better with a students strengths and career goals, or will help the student meet the degree requirements.
• Manage the Qualifying Exam process, including registering students and communicating results. Responsible for communicating requirements to students, tracking the submission of students research reports, running research reports through plagiarism software, and ensuring that students meet GPA requirements.
• Submit documentation to the Graduate College for students to be admitted to Candidacy.
• Maintain confidentiality during the exam process.
• Prepare New Student Orientation information and present academic information to new students.
• Meet with new students individually as needed to explain degree programs and procedures.
• Provide advisement to UD undergraduate students considering the 4+1 programs in Electrical and Computer Engineering and Cybersecurity.
• Assist those students with the application process and the planning of their graduate degree program. Mentor, support and provide referral services to students for academic and personal issues, working with offices including but not limited to the Graduate College, COE Graduate Affairs, and International Students and Scholars Services.
• Manage the Departments graduate admissions process, including responding to questions from applicants, admitting students in the graduate application system (Slate), and preparing acceptance and funding letters.
• Provide continuous contact and follow-up with graduate applicants to encourage application to the graduate program and acceptance of admission offers.
• Lead on-campus, off-campus, and virtual recruitment events, including conferences and information sessions.
• Initiate, coordinate, and evaluate the development, production, and distribution of various print information media, specifically the multiple departmental slicks. Includes supervision of editing, design, and editorial decisions.
• Develop and prepare recruiting and program information, including the graduate recruiting brochure.
• Participate in market needs assessment and serve as liaison with area corporations to coordinate individual credit courses, certificate programs, full degree programs, and non-credit short courses to be offered at the University of Delaware campus locations and at company facilities.
• Plan, organize, develop, and implement all graduate student events such as New Student Orientation.
• Support ECE graduate student groups as needed. Provide input for budget development, projection, and management. Coordinate and originate all graduate student contractual agreements (GSCRF) and student funding forms (SFAF) for RA/TA/GA/Fellows and Student Account Credit Forms for other Departmental funding. Maintain the TA schedules for each semester.
• Review, track, and maintain records of financial transactions.
• Maintain a Google Funding Sheet for sharing funding information with Grants Analysts and COEs HR Assistants to ensure that contracts are prepared accurately and in a timely fashion.
• Input the funding information into the Payroll Departments Student Employment Mass Update (SEMU) system accurately.
• Manage and update all graduate student files and records. Gather and calculate necessary information such as GPAs or enrollment statistics; prepare various reports as requested.
• Manage the Departments dissertation proposal and defense process, including preparation and dissemination of announcements and submittal and publication of dissertations.
• Coordinate the monthly Graduate Committee Meetings, prepare agendas, and take the minutes of the meetings.
• Manage the submission of additions and edits to the graduate section of the UD Catalog.
• Maintain graduate calendar and web page.
• Mentor students who wish to take courses through Professional and Continuing Studies.
• Typically, these students include applicants who have missed the application deadline or who are not ready for direct admission to an ECE degree program.
• Compile, verify, and analyze statistical reports; prepare administrative forms that may contain confidential information, including verification of student stipends, tuition waivers, and graduate student contracts; and create departmental forms to track degree and certificate progress. Serve on University, College, or Departmental Committees as needed.
• Manage enrollment of all students in the Online programs each term to ensure their progress toward the degree.
• Work with students to determine alternative courses if the standard Online offerings do not meet their needs. Disseminate information regarding various College and University awards to faculty and students, support the ECE Awards Committee, and submit nomination information to sponsors.
• Update student data in UDSIS. Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelors degree and three years of academic advising experience, or equivalent combination of education and experience. Degree in student personnel, college counseling, or a related field preferred.
• Prior experience in engineering, science, technology, or mathematics field preferred. Ability to grasp, retain, and disseminate an extensive and varied body of information.
• Ability to exercise sound judgment and employ decision-making skills.
• Ability to evaluate student transcripts and records.
• Knowledge of academic standards governing student probation, suspension, and/or expulsion and student recruitment and retention issues.
• Ability to communicate course prerequisites, certification, and curriculum/graduation requirements to students.
• Advanced working knowledge of academic recruitment and advisement policies, procedures, systems, regulations, and standards at the university level is preferred.
• Strong analytical and critical thinking skills and the ability to analyze, summarize, and effectively present data.
• Effective leadership, organizational, interpersonal, and communication skills.
• Ability to present effectively to small and large groups and work productively with various constituencies in a diverse community. Proficient computer skills, including use of presentation software, Word, Excel, and Access.
• Experience with UDSIS, Slate, and Tableau preferred. Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.