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The Department of Mechanical Engineering has an outstanding opportunity for a Counseling Services Coordinator.
The Counseling Services Coordinator manages the Master’s Program for the Department of Mechanical Engineering (ME). The position is an integral member of the ME Graduate Student Services team that coordinates the admissions process and monitors student progress from program entry through graduation. Working closely with students, faculty, and staff, the Counseling Services Coordinator manages the recruitment process, advising needs, course coordination, and student activities of the Master’s Program, serving around 250 students per year. The position requires performing a variety of duties independently with general direction from the Graduate Program Academic Counselor-Lead.
RESPONSIBILITIES: Advising and Counseling This position provides services to graduate students and professional academic support to the Mechanical Engineering Department. The Counseling Services Coordinator is responsible for student advising, recruiting, and admissions and for managing information related to students and teaching, course management, and event management, as related to student and academic services for the unit. The Counseling Services Coordinator plans, implements, and evaluates student progress in collaboration with the Graduate Program Coordinator (GPC), Graduate Program Academic Counselor-Lead, faculty, and the Continuum College. •Serve as a contact for general inquiries about the Mechanical Engineering Master’s Program, provide information to students about procedures/policies concerning the graduate programs. •Advise our master students on degree progress. Develop quarterly schedules and long-term curricular plans for students. Manage the enrollment process, including thesis track, non-thesis track, special project registration, and oral degree exam scheduling. Monitor student progress, identify problems, and proactively develop solutions. •Apply knowledge of university and school systems to help students address academic needs and advocate on student’s behalf when necessary. Manage student records in compliance with FERPA regulations and UW records retention schedule. •Plan, organize, and host the annual prospective graduate student visitation and new graduate student orientation. Coordinate student participation in the departmental annual graduation ceremony. •Refer students to appropriate sources of information and services.
Graduate Program Admissions •Manage the school’s admissions process. Review application materials for minimum requirements and notify admissions committee of deficiencies. Analyze applicant data, compile data from applications, and produce admissions report for the admissions committee. •Schedule, facilitate, and participate in committee meetings and provide input regarding final admission decisions. Compile admissions statistics and produce admissions reports. •Advise the GPC on enrollment, admissions, low scholarly performance, academic probation, academic misconduct, and other student related matters. Gather, analyze, and report data on tends in admissions, enrollment, student demographics, etc. Use discretion in dealing with sensitive and confidential information. •Coordinate the recruitment and admissions process on a quarterly basis during the academic year. Conduct info sessions online and in-person. Respond to email and phone inquiries.
Diversity and outreach •Provide administrative support to the Diversity Committee: Organize the Diversity Committee meetings; create minutes and other records. •Represent the Mechanical Engineering booth or table at information and recruitment events. Represent the department at local and national recruiting and outreach events as time allows.
Curriculum and Course Schedule Coordinator •Communicate with faculty regarding textbook order deadlines and process textbook order with the University bookstore. •Coordinate and order the quarterly course evaluation for the instructors. Assist instructors with course management as needed. •Assist the departmental time schedule coordinator, troubleshoot, update course restrictions, add enrollment limit, etc. Coordinating with Continuum College regarding the course scheduling, room assignments and the other course schedule issues related.
REQUIREMENTS: •A bachelor’s degree in Engineering, Physical Sciences, Education or a related field and at least 2-years of experience in a university student advising setting. •Proven ability to work independently and as part of a dynamic team within an ever-changing environment. •Demonstrated ability to form productive working relationships with students, faculty, staff, and industry representatives from a wide variety of backgrounds. •Self-starting attitude, constantly looking for opportunities and taking initiative to better serve students and faculty through enhanced services. •Exceptional written, verbal, interpersonal, and presentation skills. •Strong organizational and problem-solving skills. •Ability to prioritize tasks and meet deadlines. Use of sound judgment in sensitive situations. •Advanced proficiency with Microsoft Office, database management, web development, and electronic calendars
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Master’s degree in Engineering, Physical Sciences, Education or a related field. •Experience managing a university graduate program and/or student advising experience in a STEM-related graduate program.
Work Conditions: •Ability to work a flexible schedule, which may include additional hours when needed to support occasional early morning, evening, and weekend program events/activities.
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 Workforce 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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