Associate Director of Academic Advising - Dept of Architecture

University of Pennsylvania•Philadelphia, PA

3d•$58,506 - $72,500•Onsite

About The Position

The Associate Director of Academic Advising serves as a primary point of contact for students in the Department of Architecture, the largest department in the Weitzman School with over 300 students. The Associate Director oversees the overall student experience and is responsible for advising Master of Architecture Students with academic planning and academic issues as they arise; scheduling and administering exams; maintaining accurate student records; monitoring student academic progress and tracking degree requirements; coordinating advising appointments; and supporting the Department’s student awards process. This position reports to the Director of Administration and works closely with all Architecture faculty. The Associate Director works closely with the Faculty Advising Director to develop and support Departmental advising initiatives and is responsible for assisting students with academic and administrative matters and connecting students with appropriate Departmental, School, and University resources and support services as needed. The Associate Director supports and administratively oversees the Department’s admissions processes, working closely with the Admissions Committee to coordinate deadline-driven admissions workflows. Responsibilities include supporting application review processes, tracking admissions-related information, writing and coordinating communications, interacting with prospective students and answering questions, conducting tours, and assisting with activities necessary for the successful admission and matriculation of incoming students. The Associate Director supports the onboarding of incoming students, tracking students’ progress toward matriculation throughout the summer and following up on outstanding academic and administrative requirements as needed. The Associate Director also plans and coordinates Departmental orientation activities for incoming students and serves as a key point of contact as students transition into the program. The Associate Director also works closely with the Architecture Graduate Group Chair to provide all administrative and academic coordination for the Architecture PhD Program, including tracking students’ progress toward degree completion, maintaining regular contact with PhD candidates to identify any challenges to their academic success, and connecting PhD students to resources to help them address any obstacles they may be facing. They are responsible for helping to revise the Graduate Group Handbook.

Requirements

Bachelor’s degree and 2 to 3 years of relevant experience, or an equivalent combination of education and experience is required.
Strong interpersonal, organizational, analytical, and problem-solving skills are required, along with excellent attention to detail.
The successful candidate must be able to manage multiple priorities and deadlines simultaneously, exercise sound judgment, and communicate effectively and professionally with a diverse range of constituencies, including students, faculty, staff, and University partners.

Nice To Haves

Bachelor's degree and 3 to 5 years of relevant experience is preferred.
Experience working in an academic or higher education setting, particularly in an advising or student-facing role, is strongly preferred.
Demonstrated proficiency with Microsoft Office Suite and experience working with student information systems, academic records, registration, scheduling, or advising platforms is preferred.
Familiarity with Penn policies, procedures, and administrative systems is a plus

Responsibilities

Oversees and coordinates the student experience for Master of Architecture students in the Department of Architecture, serving as a primary point of contact and departmental resource for students throughout their academic program. Partners closely with the faculty Director of M. Arch and Chair, as needed, for students navigating academic policies, procedures, and other issues affecting their progress and experience within the program.
Provides guidance and support to students experiencing academic challenges, identifies concerns that may affect academic progress, and works collaboratively with the School’s Director of Student Services to determine appropriate academic support and connect students with University resources and support services, as needed.
Leads academic advising and registration. Coordinates all aspects of student registration, including assisting students in developing academic schedules; reviewing the need for prerequisites, analyzing and processing student waiver requests to ensure compliance with curriculum, registration for classes using the University’s student systems, and helping to solve related problems; conducting registration and graduation audits and assisting students in applying for graduation. Partners closely with the school Registrar to maintain student records and serve as department’s primary resource for University systems information.
Works closely with the faculty Advising Director to conceptualize, develop, and implement programming that strengthens the Department’s advising and mentorship initiatives. Coordinates programming, events, and related activities; facilitates faculty and student engagement; and supports the ongoing development and improvement of advising resources and initiatives.
Coordinates the Department’s admissions processes, working closely with the Admissions Committee to manage deadline-driven admissions workflows. Responsibilities include supporting application review processes, tracking admissions-related information, coordinating communications, interacting with prospective students and answering questions, coordinating tours, and assisting with activities necessary for the successful admission and matriculation of incoming students.
Coordinates the department’s annual student awards process including collecting nominations from faculty and submissions from students. Organize and execute the annual awards evaluation event to determine winners of all year-end awards; this process involves analyzing the criteria of several awards to determine a list of qualified students to be considered and the coordination of selecting and communicating winners to communications, financial, and student-services staff.
Coordinates with the Architecture Graduate Group Chair to provide academic and administrative support for the Architecture PhD Program, including tracking students’ progress toward degree completion, maintaining regular contact with PhD candidates to identify any challenges to their academic success, and connecting PhD students to resources to help them address any obstacles they may be facing. Administer and proctor all examinations within the PhD process. Process dissertation certification paperwork for doctoral students and update the Graduate Group Handbook.
Other duties and responsibilities as assigned.

Benefits

excellent healthcare and tuition benefits for employees and their families
generous retirement benefits
a wide variety of professional development opportunities
supportive work and family benefits
a wealth of health and wellness programs and resources
Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.