Academic Advisor I/II/III

University of Florida•Jacksonville, FL

10d•$47,000 - $62,000

About The Position

Academic Advisement and Student Programs Coordination Function (% of time spent on specific responsibilities associated with this function will vary depending on Department/College/University priorities, seasonal work load, etc.): Responsible for coordinating graduate student advisement/counseling in CISE. Manage the flow of work for the graduate advising offices. Oversee registering students for departmentally controlled courses, exams, etc. Process change of degree forms. Assist in the drop/add process. Provide graduation checks for student and oversee maintenance of graduate degree lists; verify all degree requirements have been met prior to submission by the appropriate deadline. Assist the Ph.D. Exam Committee Chair with the Department’s written qualifying exam process. Advise students of departmental policies and procedures and UF guidelines. Manage the work-flow of course substitution and other petitions at the Department and College levels. Manage the exit interview process and periodic satisfaction surveys for graduate students. Plan and implement departmental student events and programs. Design printed materials for Department graduate students in the areas of academic requirements and career planning. Assist with data collection for evaluation. Data Analysis and Reporting Function (% of time spent on specific responsibilities associated with this function will vary depending on Department/College/University priorities, seasonal work load, etc.): Develop appropriate electronic databases and paper files of graduate students. Prepare reports as needed by the Director, Associate Director, and Graduate Coordinator, and TA Assignment Coordinator. Provide necessary information to CISE staff for processing graduate fellowship/ assistantship appointment letters. Oversee maintenance of student databases for currently enrolled students. Oversee preparation of annual graduate student evaluations. Oversee maintenance of student evaluation, course work, graduation rate, and alumni data records. Compile and analyze statistical reports concerned with CISE graduate enrollments, retention, and other related data. Oversee maintenance of graduate student records. Disseminate University and College policy to the other Department advisors. Manage the flow of reports to the CISE @ Jacksonville Program Director, Department Chair’s office, Dean’s office, etc. Oversee process of ensuring that all international graduate student teaching assistants have taken the SPEAK test and have met the minimum score required. Ensure that those who have not met the minimum score are registered for the appropriate Academic Spoken English course. Ensure that students are informed of the requirements to receive and/or maintain teaching assistant positions, including the Department application and assignment process. Oversee the collection, entering, and verification of required information for the Department TA database. Maintain record of Graduate School Fellowship awardees and students with Achievement Award. Recruitment and Application Processing Function (% of time spent on specific responsibilities associated with this function will vary depending on Department/College/University priorities, seasonal work load, etc.): Actively recruit qualified graduate students in conjunction with the College of Engineering through presentations, printed information and appropriate Department programs. Design recruitment programs specifically to attract qualified minority students and design mentoring programs for such students. Serve as Department liaison to the College of Engineering and other University offices to keep abreast of regulations, procedures and opportunities regarding graduate recruitment for the Department, including College of Engineering recruiting events and minority recruitment/mentoring programs. Oversee graduate application processing. Coordinate and participate in application processing procedures including initial screening, admission committee evaluation, and financial aid decision making. Oversee creation, maintenance, and monitoring of graduate student files, ensuring confidential record keeping and accuracy of all material pertaining to on-going graduate students. Oversee maintenance of CISE Graduate Policy Manuals, including updates of changes made by the Department and tracking effective dates of changes. Ensure that older policies are accessible to the existing student population to whom the policy still applies, as required by their official catalog year. Design printed materials for the general community to distribute information about Department publications, research, and academic programs. Academic Program Development Function (% of time spent on specific responsibilities associated with this function will vary depending on Department/College/University priorities, seasonal work load, etc. ): Assist Graduate Coordinator in program development for graduate students in CISE. Assist in coordinating new degree program efforts involving the CISE Department. Assist in interpreting academic and administrative rules and policies and disseminate appropriate information to faculty, staff, and students. Recommend new and improved means and/or techniques to effectively conduct the Department's educational programs. Manage SASS updates in accordance with changes made to degree programs. Attend Departmental curriculum and graduate affairs committee meetings. Respond to inquiries from enrolled and prospective students concerning academic programs of study. Academic Program Activity Functions (% of time spent on specific responsibilities associated with this function will vary depending on Department/College/University priorities, seasonal work load, etc.): Represent the Department at University events as requested by the CISE @ Jacksonville Program Director/Associate Director/Chair/Associate Chair/Graduate Coordinator. Responsible for miscellaneous room scheduling for special events through the Registrar’s Office. Handle correspondence, telephone calls, and mail. Perform miscellaneous additional duties concerned with the CISE graduate and undergraduate programs as needed by the Department. Miscellaneous duties as needed to provide for the overall function of the department.

Requirements

Level I: Master’s degree in education, counseling, or academic field related to the college OR Bachelor’s degree in similar fields with one year of relevant experience.
Level II: Master’s degree in education, counseling, or academic field related to the college and one year of relevant experience OR Bachelor’s degree in similar fields with two years of relevant experience.
Level III: Master’s degree in education, counseling, or academic field related to the college with two years of experience, or a Bachelor’s degree in the same fields with three years of experience.

Nice To Haves

Master of Science preferred.
Experience in advising and counseling students preferred.
Experience in developing and maintaining electronic databases preferred.
Excellent communication and interpersonal skills.
Working knowledge of University of Florida regulations and procedures to facilitate recruitment and student counseling preferred.

Responsibilities

Coordinating graduate student advisement/counseling in CISE.
Managing the flow of work for the graduate advising offices.
Overseeing registering students for departmentally controlled courses, exams, etc.
Processing change of degree forms.
Assisting in the drop/add process.
Providing graduation checks for student and oversee maintenance of graduate degree lists; verify all degree requirements have been met prior to submission by the appropriate deadline.
Assisting the Ph.D. Exam Committee Chair with the Department’s written qualifying exam process.
Advising students of departmental policies and procedures and UF guidelines.
Managing the work-flow of course substitution and other petitions at the Department and College levels.
Managing the exit interview process and periodic satisfaction surveys for graduate students.
Planning and implementing departmental student events and programs.
Designing printed materials for Department graduate students in the areas of academic requirements and career planning.
Assisting with data collection for evaluation.
Developing appropriate electronic databases and paper files of graduate students.
Preparing reports as needed by the Director, Associate Director, and Graduate Coordinator, and TA Assignment Coordinator.
Providing necessary information to CISE staff for processing graduate fellowship/ assistantship appointment letters.
Overseeing maintenance of student databases for currently enrolled students.
Overseeing preparation of annual graduate student evaluations.
Overseeing maintenance of student evaluation, course work, graduation rate, and alumni data records.
Compiling and analyzing statistical reports concerned with CISE graduate enrollments, retention, and other related data.
Overseeing maintenance of graduate student records.
Disseminating University and College policy to the other Department advisors.
Managing the flow of reports to the CISE @ Jacksonville Program Director, Department Chair’s office, Dean’s office, etc.
Overseeing process of ensuring that all international graduate student teaching assistants have taken the SPEAK test and have met the minimum score required.
Ensuring that those who have not met the minimum score are registered for the appropriate Academic Spoken English course.
Ensuring that students are informed of the requirements to receive and/or maintain teaching assistant positions, including the Department application and assignment process.
Overseeing the collection, entering, and verification of required information for the Department TA database.
Maintaining record of Graduate School Fellowship awardees and students with Achievement Award.
Actively recruiting qualified graduate students in conjunction with the College of Engineering through presentations, printed information and appropriate Department programs.
Designing recruitment programs specifically to attract qualified minority students and design mentoring programs for such students.
Serving as Department liaison to the College of Engineering and other University offices to keep abreast of regulations, procedures and opportunities regarding graduate recruitment for the Department, including College of Engineering recruiting events and minority recruitment/mentoring programs.
Overseeing graduate application processing.
Coordinating and participating in application processing procedures including initial screening, admission committee evaluation, and financial aid decision making.
Overseeing creation, maintenance, and monitoring of graduate student files, ensuring confidential record keeping and accuracy of all material pertaining to on-going graduate students.
Overseeing maintenance of CISE Graduate Policy Manuals, including updates of changes made by the Department and tracking effective dates of changes.
Ensuring that older policies are accessible to the existing student population to whom the policy still applies, as required by their official catalog year.
Designing printed materials for the general community to distribute information about Department publications, research, and academic programs.
Assisting Graduate Coordinator in program development for graduate students in CISE.
Assisting in coordinating new degree program efforts involving the CISE Department.
Assisting in interpreting academic and administrative rules and policies and disseminate appropriate information to faculty, staff, and students.
Recommending new and improved means and/or techniques to effectively conduct the Department's educational programs.
Managing SASS updates in accordance with changes made to degree programs.
Attending Departmental curriculum and graduate affairs committee meetings.
Responding to inquiries from enrolled and prospective students concerning academic programs of study.
Representing the Department at University events as requested by the CISE @ Jacksonville Program Director/Associate Director/Chair/Associate Chair/Graduate Coordinator.
Responsible for miscellaneous room scheduling for special events through the Registrar’s Office.
Handling correspondence, telephone calls, and mail.
Performing miscellaneous additional duties concerned with the CISE graduate and undergraduate programs as needed by the Department.
Miscellaneous duties as needed to provide for the overall function of the department.