Academic Counselor - Senior

Job Description

ACADEMIC COUNSELOR - SENIOR

Req #: 240709 Department: DEPARTMENT OF ASTRONOMY Job Location: Seattle Campus Posting Date: 11/14/2024 Closing Info: Closes On 11/21/2024 Salary: $5,226 - $6,558 per month Other Compensation: Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
This position offers a unique opportunity to provide senior-level support and oversight for student advising, recruitment, and admissions processes, while also delivering administrative and operational support for both undergraduate and graduate programs in the Department of Astronomy. Working under the general direction of the Department Chair, the successful candidate will play a crucial role in supporting students through their education in all aspects of astrophysics.
The Astronomy Department stands out as a small and collaborative unit, boasting a top-tier graduate program and high levels of grant support. This environment provides an exceptional platform for a motivated individual to make a significant impact. The role offers considerable autonomy, allowing the opportunity to develop new processes, streamline systems, and influence key decisions within the department. As an integral part of our close-knit community, the Senior Academic Counselor will contribute to building and nurturing relationships among students, faculty, and staff. This role is ideal for someone who thrives in a collaborative setting, values academic excellence, and is passionate about guiding students. Finally, we are seeking someone who can maintain a high degree of confidentiality and is able to work effectively with diverse groups of people.
Join us in our mission to push the boundaries of astrophysical research, from exoplanet discovery to dark matter exploration, while cultivating a diverse and inclusive community of future astronomers and space scientists.
Conditions of Employment: This person will be expected to be available during regular business hours to talk with students, faculty and staff. The workload level will fluctuate within each quarter, where we routinely experience peak periods of activity.
RESPONSIBILITIES:
Direct Advising & Student Services - 50%
Serve as the academic counselor to current and prospective undergraduate and graduate students in the Department of Astronomy. Provide guidance on all aspects of education and degree progress, including courses, sequences, and compliance with University, College, and Department policies.
Facilitate undergraduate admissions to the major, collaborating with faculty undergraduate coordinator. Communicate and process admissions decisions, including declaring the major and ensuring all associated forms are completed.
Manage current undergraduate and graduate student degree audits, monitor satisfactory progress and graduation, ensuring deadlines, forms and applications are submitted on-time and quarterly student notifications are sent.
Offer timely, consistent, accessible and comprehensive advising services to students both through group sessions and one-on-ones in a variety of modalities (in-person, online, phone, email) using calendar software for meetings and communicating a schedule. Refer to campus resources as needed. A minimum number of in-person advising hours per week is expected to accommodate student preferences for face-to-face interaction.
Respond promptly and accurately to student and faculty inquiries; many of which will be in-person since the vast majority of our courses are in-person
Use independent judgment to advise students and faculty on concerns, resolving issues as needed. In-person collaboration with faculty and staff may be required when resolving more complex or sensitive issues.
Provide administrative support for the graduate program, maintain the student database, and assist with technical aspects of policies and procedures. Guide graduate students through all aspects of degree completion steps, from setting up supervisory committees to scheduling exams.
Serve as the graduate admissions coordinator; participate and coordinate all aspects of graduate admissions, including advising prospective students, edit and update the application in the Graduate School's admissions platform, coordinating with the Graduate School regarding policies and procedures, communicating decisions and overseeing the transition from applicant to student.
Coordinate and facilitate Dept. student outreach and recruitment activities, including prospective student recruitment and transfer/first-year student orientations. Act as the liaison for students, departments and the public regarding specific program activities and general information about the Astronomy undergraduate and graduate programs. Many outreach and recruitment activities are conducted in-person for student engagement and representation of the Department.
Administration - 50%
Ensure that all program documents (electronic and paper) are up to date. Continuously evaluate and improve documents and websites to provide accurate information to students.
Compile data and analyze trends for program improvements and policy recommendations.
Develop and maintain policies and procedures for the Department’s undergraduate and graduate programs, collaborating with faculty to enhance efficiency and effectiveness.
Plan, organize and attend events such as orientation, student/alumni career panels, graduation, etc. which are primarily in-person events.. This includes all aspects of the events: venue reservations, liaison with internal and external vendors, catering, sourcing materials for event activities, managing registration(s) and organizing event agenda.
Serve as the Dept. curriculum, textbook, course evaluation and time schedule coordinator; liaison with other Departments (i.e. Physics) on scheduling core classes required for joint degrees.
Coordinate with the faculty annual and quarterly ASE appointments (including undergraduate reader/grader appointments and graduate student assistantships). Collect appointment information, create and distribute appointment letters and convey information to the HR/Payroll coordinator.
Assist with undergraduate and graduate scholarships and prizes awarded within the Department of Astronomy; establish and facilitate processes and maintain a calendar for deadlines involving student fellowships, prizes, and exams.
Maintain all student related Dept. email accounts and mailing lists.
Update the Department website with new information regarding student programs, course schedules, advising events, and student achievements
Serve on departmental academic/administrative committees, attend quarterly meetings of campus Graduate Program Coordinator, and other campus-wide meetings and workshops; in-person meeting attendance will be required.
Support faculty leadership on academic projects and special initiatives.
Other duties as assigned by Administrator and Chair.
Minimum Requirements:
Bachelor's Degree liberal arts, humanities, social sciences, science major, or related field.
With three years experience in advising, student counseling, mentoring, or teaching experience.
Additional Requirements:
Strong verbal and writing skills; ability to communicate in diverse written formats and mediums, as well as to tune messages for a wide variety of audiences.
Demonstrates a positive attitude and ability to react to changing needs in a fast-paced, collaborative environment.
Able to work both independently and within teams to effectively and creatively solve problems with administrators, faculty, staff and students, while maintaining a high level of confidentiality.
Highly organized, detail-oriented, and effectively prioritizes and re-prioritizes work, while dealing with frequent interruptions.
Demonstrated strong initiative and follow-through with multiple responsibilities.
Demonstrated ability to initiate, develop, streamline, and evaluate processes and procedures.
Excellent interpersonal and communication skills, and a proven ability to and enthusiasm for working with multiple constituencies and people of diverse backgrounds.
Demonstrated computer skills including Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, OneNote and willingness to learn new technologies.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired skills:
Professional experience working with academic programs and student and/or administrative systems at the University of Washington.
Background in process improvement and working effectively with change.
Knowledge of University academic policies and experience working with domestic and international students in an academic environment and experience coordinating with several offices on campus to ensure students are satisfying university, school, and department requirements.
Experience working and communicating successfully with faculty.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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