Program Coordinator - Lane Department of Computer Science and Electrical Engineering

West Virginia University-posted 2 days ago
Full-time • Entry Level
101-250 employees
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The Program Coordinator provides academic administrative support for the Lane Department of Computer Science and Electrical Engineering, a large complex department with approximately 480 undergraduate students, 190 graduate students, that houses 5 undergraduate and 6 graduate degree programs. This position is responsible for course and classroom scheduling, for course and program assessment support, for program catalog updates, and for providing academic support for graduate admission and support to graduate students. This position works effectively with the Statler College of Engineering and Mineral Resources Office of Academic Services as well as other University Student related offices (i.e. University Advising Center, Student Accounts, Admission and Records, Student Financial Aid, and the Office of International Students.) We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including: 37.5-hour work week 13 paid holidays (staff holiday calendar) 15 annual leave (vacation) days per year or more based on years of service (employee leave) 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof) WVU offers a range of health insurance and other benefits 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s. Wellness programs

  • COURSE COORDINATION AND SCHEDULING:
  • Plans and schedules course and classroom usage, with appropriate inputs from the department chair and faculty curriculum committees.
  • Makes use of Banner system for course scheduling.
  • Schedules approximately 300 course and laboratory sessions per year, taking into account a complex set of constraints, including avoiding schedule conflicts within each of 11 different degree programs, making efficient use of classroom and laboratory space, making efficient use of faculty and instructor resources, and coordinating with other academic programs in the college.
  • As needed and with input from department chair and faculty adjusts instructors, course capacity, and room assignments.
  • When so authorized, releases advising holds for departmental and capacity restrictions.
  • Coordinates textbooks orders with input from faculty, academic curriculum committees, and the local bookstores.
  • Schedules rooms for individual academic events such as speakers, committee meetings, and student organization meetings using the Live25 system.
  • Provides additional support for the department’s student organizations as needed.
  • COURSE AND PROGRAM ASSESSMENT
  • Works with department faculty assessment coordinator to collect, maintain, and analyze assessment data for courses and programs within the department.
  • Prepares reports for internal and external constituents based on assessment data.
  • Compiles data for academic curriculum committees for faculty members to use in continuous improvement of degree programs.
  • Assists faculty in preparation of accreditation reports to external accreditation and certification agencies.
  • Provides support for three undergraduate degree programs (Electrical Engineering, Computer Engineering, and Computer Science) that are currently accredited by the Accreditation Board for Engineering & Technology (ABET).
  • Provides support for two newer undergraduate programs (Biometric Systems Engineering, and Cybersecurity) that shall be seeking ABET accreditation in an upcoming accreditation cycle.
  • Provides support for the department’s online learning courses, including courses in its online Software Engineering program, that are certified in accordance with the Quality Matters criteria.
  • Provides support for the Department’s certifications as a Center of Academic Excellence in Cyber Defense Education and Research, a program run by the National Security Agency and Department of Homeland Security.
  • Assists faculty in the preparation of internal program assessment reports, including reports to the WVU Board of Governors which are prepared for all degree programs on a five-year cycle.
  • MAINTAINENCE OF CATALOG AND CURRICULUM DOCUMENTATION
  • Maintains and updates Department’s academic curriculum documentation.
  • Reviews and updates course syllabi, learning objectives, and catalog descriptions within WVU’s Course Inventory Management (CIM) system, as needed and directed by faculty and program curriculum committees.
  • Identifies infrequently offered courses for consideration by program curriculum committees for possible deletion.
  • Monitors approvals of course changes within CIM at the department, college, and faculty senate level.
  • Reviews and updates degree program changes within WVU’s Course Inventory Management (CIM) system, as needed and directed by faculty and program curriculum committees.
  • Monitors approvals of degree program changes within CIM at the department, college and faculty senate level.
  • Reviews and updates catalog information for the department’s degree programs on an annual basis, using WVU’s Catalog Management System (CMS).
  • Makes appropriate changes in catalog descriptions, as directed by program curriculum committees.
  • Serves as the first departmental point of contact for the Transfer Equivalency Review Request (TERR) system.
  • Uses judgement to determine transfer equivalency for common requests, and coordinates with appropriate faculty to determine transfer equivalency for all other requests.
  • Maintains and regularly updates department’s web pages with the most recent information of the Department’s academic programs.
  • Works with faculty to prepare information brochures on department’s academic programs.
  • Distributes announcements to students related to academic deadlines, financial aid opportunities and deadlines, and scholarship and fellowship opportunities.
  • GRADUATE AND UNDERGRADUATE PROGRAM SUPPORT
  • Provides administrative support for the Department’s 6 graduate degree programs and 5 undergraduate programs, with support and direction from the faculty graduate program coordinators and undergraduate program coordinator.
  • Assists in recruiting of graduate students, including corresponding with potential graduate students, organizing graduate recruiting events, developing printed and electronic recruiting materials, and responding to queries about our graduate degree programs with help of coordinators.
  • Assists in the department’s faculty graduate program coordinators in the graduate admissions process, including assembling and preparing admissions files, tracking progress of students through the admissions process, contacting students to obtain missing information in a timely manner, and processing final admissions decisions.
  • Assists department chair and faculty graduate coordinators in assigning tuition waivers.
  • Assists the office manager in making graduate assistantship offers to admitted students.
  • Assists admitted students in obtaining necessary visa approvals.
  • Assists faculty and graduate coordinators in orientation and registration of new graduate students.
  • Assists faculty in advising of graduate students.
  • Lifts advising holds for graduate students when authorized to do so.
  • Works with college academic staff to monitor degree progress of graduate students, in accordance with department, college, and university policies.
  • Assists graduate students in filing plans of study and other academic documents.
  • With the assistance of college academic staff, maintains a roster of the members of each graduate student’s committee.
  • Assists in scheduling and administration of department’s Ph.D. qualifying exam, including proctoring of the written component of the exam, which may occur on a weekend day, and enforcing departmental milestones for when the exam must be attempted.
  • Assists in scheduling of candidacy examinations and final examinations/defenses.
  • Administers surveys to graduating students to collect appropriate feedback.
  • Maintains and updates departmental web pages related to graduate programs.
  • Maintains and updates literature, brochures, electronic publications, and social media postings related to department’s graduate programs, with input from faculty graduate program coordinators.
  • Announces and promotes graduate seminar speakers and other events of interest to graduate students.
  • Composes and sends other correspondence to LCSEE graduate students as necessary.
  • Assists faculty in applying for and maintaining Graduate Faculty status.
  • Helps in course substitution working with faculty coordinator, coordinating syllabi compliance, maintain and share information through listserv for undergraduate and graduate students.
  • Help organizing student’s event.
  • Keeps the Department Chair advised of problems or actions needed within department’s graduate programs.
  • Bachelor's degree in education, counseling, STEM discipline, or related field.
  • A minimum of one (1) year of experience in each of the following:
  • Administrative/clerical experience
  • Experience with word processing, database and spreadsheet programs
  • Experience with advising or service-oriented environment
  • Any equivalent combination of related education and/or experience will be considered.
  • All qualifications must be met by the time of employment.
  • Demonstrated knowledge of correct English language, grammar, spelling, punctuation, etc.
  • Demonstrated knowledge of computer operations, computer software, electronic publication, social media, and web-page development.
  • Demonstrated ability to define procedural problems, college and evaluate data, develop recommendations for plan of action.
  • Demonstrated ability to establish and maintain cooperative working relationships
  • Ability to communicate in meetings, committees, or on a one-to-one basis with a variety of individuals.
  • 37.5-hour work week
  • 13 paid holidays (staff holiday calendar)
  • 15 annual leave (vacation) days per year or more based on years of service (employee leave)
  • 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  • WVU offers a range of health insurance and other benefits
  • 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
  • Wellness programs
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