Undergraduate Advisor

Job Description

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.

The Department of Materials Science and Engineering (MSE) at the University of Washington is seeking a dynamic and student-centered individual to join our Academic Services team as the Academic Counselor – Lead for undergraduate programs. The position represents the MSE Department in activities and programming hosted by the University of Washington and the College of Engineering. The position must be knowledgeable about the department’s programs and offerings to be able to assist a wide range of people, including prospective students, industry, academia, and community members.

As part of the Academic Services team, this position serves as the lead 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), 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 – Lead reports to the Director of Academic Services and works closely with the Associate Chair and (faculty) Undergraduate Program Coordinator.

Using independent judgment, the Academic Counselor – Lead directs the day-to-day operations of academic advising for undergraduate students in MSE. The program has increased its enrollment of MSE majors by 72% in the past three years and will double the number of degrees it awards this year. The Academic Counselor - Lead plans and executes an effective recruitment strategy to reach target enrollments and number of degrees awarded annually. Using quantitative and qualitative data, feedback from the COE, feedback from MSE students, faculty, and staff (including the Director of Academic Services), the Academic Counselor - Lead tracks and assesses the undergraduate program in MSE, and is responsible for monitoring student progress to degree completion. The Academic Counselor – Lead is also responsible for collaborating with the Director of Academic Services to address student policy needs in the department.

Student Advising & Support

• Direct the day-to-day operations of academic advising for approximately 200 undergraduate students in MSE.
• Maintain a welcoming and supportive advising climate for all students.
• Advise students on course scheduling, registration procedures, departmental and university academic policy, academic progress, undergraduate continuation policy, and returning student process.
• Monitor student progress, regularly review each student's degree audits, process graduation applications.
• Provide outreach to students at risk or experiencing hardships and refer them to campus resources as needed.
• Oversee MSE undergraduate continuation policy.
• Advise students on how they can best address or resolve academic and progress issues.
• Maintain strictest standards of confidentiality and discretion.
• Manage student petitions for departmental degree requirements in collaboration with the Undergraduate Program Coordinator.
• Serve as undergraduate services liaison for students, faculty, and staff to other college and university units.
• 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 (CC@E) for additional resources.

Program Support & Events

Curriculum, Instruction and Committees

• Oversee the production of the quarterly time schedule.
• Participate in departmental and program reviews for the COE, the Graduate School, and the MSE External Advisory Board (EAB) under the leadership of the Director of Academic Services.
• Manage website content for the undergraduate program in collaboration with the Director of Academic Services and the Communications Manager.
• Serve on MSE Undergraduate Committee, make recommendations based on course feedback from students, collaborate with Director of Academic Services on course and program changes, schedule committee meetings and take minutes.
• Participate in MSE Accreditation and Continuous Improvement (ACI) / Accreditation Board for Engineering and Technology (ABET) Committee meetings.
• 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 meetings, calling for nominations, coordinating the selection process, notifying recipients of their awards, and working with Director of Academic Services to ensure monetary awards are received and the MSE Annual Awards web page is updated.
• Oversee the annual nomination process of MSE students for Dean’s Medal awards in coordination with the MSE Undergraduate Committee.

Events & Outreach

• Plan and coordinate new student advising, orientations and prospective student activities.
• Oversee the MSE Graduation Celebration.
• Assist with additional events such as Engineering Discovery Days.
• Attend and contribute to monthly COE undergraduate advisor meetings.

Admissions, Recruitment & Enrollment Management

• Manage MSE undergraduate student admissions process in collaboration with Undergraduate Program Coordinator and Director of Academic Services.
• Evaluate applicants for course completion and eligibility.
• Provide leadership and input to the MSE Undergraduate Admissions Committee.
• Send out admissions decisions and counsel students denied admission on possible alternatives, including re-application to the program.
• Plan and execute an effective recruitment strategy to reach target enrollments and number of degrees awarded annually.
• Attend UW recruitment events and travel to represent UW MSE at community colleges and high schools.
• Collaborate with other UW advisors to recruit undeclared students to MSE.
• Meet with prospective students and respond to email inquiries.
• Represent MSE on the COE’s Placement Coordinating Committee.
• Review and evaluate engineering undeclared students' placement applications.
• Create reports of admissions statistics and trends.

Other Duties

• Back-up the graduate advisor as needed, such as for planned vacations and other leaves of absence.
• Other duties as assigned.

Minimum requirements:

• Bachelor’s degree education, social sciences, or a related field and at least four years of experience advising students.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration

Additional requirements:

• 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

Desired qualifications:

• 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.

Working Environmental Conditions:

• Monday through Friday 100%, 8AM-5PM. Work will be in person, on the Seattle campus. Hybrid schedule depends on the needs of students, the academic services team, and the department.
• Occasionally will require evening and weekend hours (e.g., graduation, discovery days, career fairs, outreach, and recruitment events).

Other details:

Lead responsibilities include

(1) undergraduate academic advising in MSE, including advising students and prospective students regarding the MSE major, career options, academic planning, degree requirements, graduation requirements, program admission,

(2) oversight of quarterly time schedule,

(3) department’s liaison to UW for Registered Student Organizations (RSOs) and to the College of Engineering for Engineering Student Organizations (ESOs), and

(4) communication and services coordinator for current and prospective undergraduate students

Compensation, Benefits and Position Details

Pay Range Minimum:

$79,200.00 annual

Pay Range Maximum:

$90,264.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be 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 dso@uw.edu .

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 .