Graduate Program Advisor

About the role

The Graduate Program Advisor supports the graduate program under the direction of the Student Affairs Manager, with additional guidance from the Faculty Graduate Advisor, MSO, and Chair of the Department of Chemistry & Biochemistry (DCB).

Responsibilities

• Serves as graduate students' first point of contact. Responsible for providing assistance and information regarding the graduate academic program, including degree requirements, course selection, opportunities, leaves, transfer credits, and exceptions to requirements.
• Serves as a liaison and resource to other offices including the Registrar's, Graduate Division, Office of International Student Services, and academic departments to resolve problems, coordinate activities, and verify information.
• Maintains detailed and accurate student academic records for the purpose of tracking progress of graduate students and monitoring their academic achievement.
• Alerts faculty advisor of potential problems. Determines status of students' academic progress and makes recommendations to faculty in determining a course of action for students who are not making normal progress towards the degree.
• Manages all graduate milestone support and coordination. Serves as department liaison to Graduate division for the processing of masters, qualifying examinations, and dissertation defense.
• Maintains and prepares students' informational materials, course schedules, rosters and directories. Provides various constituencies with appropriate materials, information and/or referrals.
• Reviews, approves, or refers all student petitions and other actions as required. Interacts compassionately and diplomatically with students. Uses professional judgment to make referrals as appropriate to campus and community supportive services.
• Advises students in matters related to housing, health services, and transportation.
• Advises prospective applicants on necessary academic preparation and application requirements. In conjunction with the Student Affairs Manager and Admissions Chair assists with managing the annual graduate student recruitment and admissions process.
• Supports faculty efforts to meet organization’s recruitment and admissions goals and assures all recruitment activities promote diversity of our graduate student population and adherence to University regulations.
• Maintains a database for prospective students applying to the program, assists with the coordination process of preparation and review of application files, processes applications and all related paperwork and reviews international and domestic transcripts for degree eligibility.
• In collaboration with the Admissions Chair, ensures timely submission of all decisions to the Graduate Division for formal offers of admission and fellowships.
• Works with faculty admissions and recruitment committee to plan, implement and manage student activities/events including outreach, graduate recruitment, open house and new student training and orientation.
• Determines the most effective methods to promote and advertise the graduate program on a national and international level.
• Composes, edits and oversees the production of promotional materials correspondence and mailings, including poster, brochure and web sites, adhering to publication, admission and recruitment schedules.
• Manages teaching assistant (TA) and reader requests, applications and quarterly TA schedule for 200+ Teaching Assistants, yearly.
• Disseminates teaching assistant (TA) assignments and any revisions to teaching assistants, instructors, staff and faculty. Distributes ASE contracts, prepares employment exceptions and verifies employment eligibility.
• Distributes information regarding general job responsibilities to teaching assistants. Ensures compliance with employment limitations and/or restrictions due to student status.
• Advise Faculty Graduate Advisor of any performance problems. Serves on TA Oversight Committee to recommend, plan and execute processes for equitable recruitment and assignment of Academic Student Employment (ASE) opportunities in the department.
• In consultation with the Student Affairs Manager, Graduate Faculty Advisor and Department Chair determine use of departmental block grant funding.
• Recommends resolution of sensitive and/or complex financial issues. Works closely with the Payroll Coordinator to accurately input graduate student stipends and fellowship commitments into a graduate student’s funding plan through GradPoint Financial.
• Participates in the processing, evaluation, and awarding of student fellowships, grants, and other awards; advises students and faculty on department, graduate division and external funding opportunities, eligibility requirements, processes and deadlines.
• Coordinates nomination process and prepares application materials for submission.
• Participates as staff representative to support the goals and mission of the Chem PD program. Advises leadership team on resources, assists with securing financial support and provides administrative assistance for programming.
• Aids in the development of website resources, outreach publications and promotional materials and provides academic and non-academic job resources.
• Guides graduate students on connecting with alumni, and establishing industry contacts to promote donations and employment opportunities.
• Provides information on career development workshops, career related workshop materials, and Graduate Division resources available.
• Maintains the internal graduate student database and shared files, including records relating to financial.

Qualifications

• Bachelor's Degree in related area and / or equivalent experience / training.
• 1-3 years Directly related experience, preferably in a higher education institution.
• Ability to multi-task; verbal and written communication skills.
• Interpersonal skills.
• Multicultural competencies; ability to work with diverse populations.
• Basic knowledge of student immigration and visa processes pertaining to international students and scholars.
• Ability in problem identification and reasoning.
• Skills in service orientation, organization, active listening, and critical thinking.
• Solid verbal and written communication skills.

Preferred Qualifications

• 1-3 years Experience in resolving academic issues that also involve the vocational and life goals of the student.
• 1-3 years Academic advising, student affairs, enrollment management, or counseling experience.
• 1-3 years Assisting in coordinating programs, workshops, and community service and leadership development experiences for student-athletes.
• Knowledge of advising and counseling techniques.
• Knowledge of University-specific computer application programs and pertinent databases.
• Knowledge of University processes and procedures related to student advising, academic affairs, and graduate student education.
• Understanding of University rules and regulations regarding graduate student placement, degree requirements, graduate student researcher and teaching assistant employment.
• Working knowledge of advising and counseling techniques.