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Our Department of Speech & Hearing Sciences (SPHSC), within the College of Arts and Sciences, has an outstanding opportunity for a Counseling Services Coordinator Graduate Programs.
The person in this position will function as a Graduate Program Advisor (GPA) on our Student Services team, reporting to the Director of Academic & Student Services. Our advisors help determine, interpret, integrate and apply University, College and School policies, degree requirements and curricular needs across our graduate programs. We currently have 4 graduate programs and approximately 150 students: 1) a 4-year Doctor of Audiology (AuD) program with approximately 48 students, 2) a Doctor of Philosophy (PhD) program with approximately 20 students, and 3) two Master of Science Programs (MS) with approximately 85 students. We also have an informal concurrent Au.D./Ph.D. program with 3 students.
Prospective Student Advising & Recruitment: Serve as primary liaison for prospective student questions and inquiries, including oversight of the SPHSC advising email box. Take the lead in organizing prospective student visits/tours with faculty. Maintain our student tracking/recruitment database.
Support marketing efforts and activities sponsored by the department, including attending prospective student recruitment fairs. Maintain prospective student website content and FAQs for assigned degree programs.
Admissions: Work closely with the admissions chairs to facilitate the annual graduate admissions process for each degree program. Update and maintain online degree program applications using MyGrad Program. Serve as liaison to the central UW Graduate Admissions Office. Remain current on UW Graduate School procedures, systems and requirement for implementation at the department level.
Work closely with the Admissions Committee to set timetables for review, answer questions and providing requested information. Send out admission notification letters (offers, denials, and "waitlist.") Track applicant responses to admissions, scholarships and other funding offers made to admit students;
Update applicable faculty and staff on incoming cohort information (e.g., funding, offer acceptances /declinations, etc.). Collaborate with the PCE liaison for fee-based degree programs.
New Student Onboarding & Orientation: Facilitate all post-acceptance communications between the department and newly accepted students, including welcome packets, new student requirements/checklists, final transcript collection, background checks, etc. Communicate with clinical graduate students about the Health Sciences Immunization Program (HSIP) and other clinical requirements. Take the lead on planning and executing the yearly Graduate Student Orientation, coordinating with key faculty and compiling all program orientation materials. Oversee new student email lists, directory updates, mailboxes, keys/security fobs, lockers, etc.
Scholarship & Funding: With the Admissions Chairs and Graduate Program Coordinator (GPC) facilitate the awarding of annual recruitment scholarships and awards for incoming graduate students as well as implementation of all Academic Student Appointment funding with the department Administrator. Maintain and communicate information regarding funding options and resources for SPHSC graduate students. Maintain and communicate information on yearly tuition rates and fees for state and fee-based degree programs.
Advising, Counseling & Information Resource: Provide academic advising services to graduate students pursuing clinical doctorate and doctoral degrees in the Department, serving as the primary liaison for questions and issues. Stay current on Department, Graduate School and University policies and procedures, and clinical certification requirements for students (e.g., licensure, national exams, etc.). Serve as liaison to the UW Graduate School. Ensure that deadlines set by the Graduate School and the UW are met. Use judgment in providing responses, investigating problems and recommending solutions and/or forwarding information to the appropriate individuals for resolution. Maintain degree documents and DARS and answer questions related to program plans, electives, offerings, etc. Assist students in the process of forming supervisory committees, submitting research proposals, scheduling and announcing exams, applying for degrees, etc. Interpret policies and advise constituents on requirements and policy exceptions. Facilitate petitions for policy exceptions at the School or University level(s). Assist the student population in solving problems relating to academic difficulties, career planning and decision-making. Refer students to other units on campus, when appropriate (i.e., Hall Health, UW Counseling Center, Fiscal Services, Student Financial Aid, International Student Services, etc.) Serve as back-up to the other department advisors as needed.
Accreditation: Work closely with faculty and the GPC to complete two, annual reports required to maintain the national accreditation for our MS and AuD programs: ASHA-CAPCSD-CSD Education Survey and the Annual ASHA-CAA Report.
Academic Records & Student Information: Maintain all student-related information in accordance with FERPA and serve as a resource to faculty and external UW departments. Ensure academic files for all enrolled graduate students are in compliance with University and American Speech-Language-Hearing Association (ASHA) standards and requirements. Conduct yearly file audits, oversee archiving and shredding of records and process all student records requests. Track current student progress and status in the graduate program using the SPHSC Student Tracking Database, working closely with the Graduate Program Coordinator and degree program leads. Maintain and update internal Student Services spreadsheets/databases. Generate reports as necessary. Conduct all pre-graduation file audits through DARS, generate warrants and process all graduations in MyGrad program. Administer and analyze annual graduate student surveys applicant, orientation, exit sharing results with department leadership.
Curriculum Scheduling & Instructional Support: Process all quarterly curriculum plans for assigned degree programs in Time Schedule Construction and complete updates/changes through Time Schedule Update. Serve as primarily liaison to the TSO for scheduling, and coordinate with counterparts in PCE for fee-based degrees. Assist students with course registration, add codes, faculty codes, etc. Assist faculty with timelines and procedures for ordering course evaluations and submitting grades. Coordinate changes to final exam schedules. Maintain the department Instructor Manual. Take the lead on orienting and communicating with new/visiting instructors to the department (e.g., classroom technology, MyUW Teaching Page, class lists, submitting grades, order evaluations, etc.) Collaborate with the Curriculum Coordinator and faculty around tracking and implementing new courses and course changes.
Events: Assist with key department and students events including but not limited to: AuD comprehensive exams, PhD general exams, AuD Capstone Research Colloquium, PhD Dissertation defenses, and SPHSC Recognition Ceremony for graduating students. Provide information and support to applicable School and College staff on an ad hoc, limited basis for events indirectly related to student services (e.g., donor relations and stewardship, alumni relations, etc.) Assist with other departmental events as needed.
Miscellaneous: Staff liaison to our student associations: Masters Student Association (MSA), Student Academy of Audiology (SAA) and Doctoral Student Association (DSA). Other duties as assigned. May supervise work study students as needed.
| Bachelor's degree |
Minimum of 1 to 2 years of experience in student support services and/or advising
A solid understanding of the higher education environment, including the typical student services offered at UW campus-wide, especially student services typically provided to graduate students.
Strong communication skills (written, verbal, interpersonal, presentational) and the ability to communicate successfully with a variety of audiences including students, faculty, and staff.
Strong organizational skills to balance multiple priorities in a fast-paced, complex organization
High level of accuracy and attention to detail
Comfort using and learning new technology applications and social media as part of the advising process
Excellent work ethic and commitment to team success
Ability to exercise discretion and independent judgment in the execution of duties such as assessing needs of graduate students, proposing and developing support programs, implementing University, College and School policies and requirements for graduate students.
Adept with PC and MS Office Suite, including complex Word tasks (mail merges, tables, etc.), Excel, PowerPoint and Access (use vs. development).
Available to work some evenings and weekends as needed, particularly during admissions and graduation cycles.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.