Graduate Academic Advisors in the College of Liberal Arts & Sciences (CLAS) are team members of the College Office of Graduate Affairs (COGA) and are assigned to a specific CLAS unit(s) to advise and provide administrative support to prospective and current graduate students and faculty on policies and processes related to graduate education at KU. This position is assigned to the Department of Chemistry.
Graduate Academic Advisors help create an advising environment where differences are valued and each person is supported. Students are provided with equitable, inclusive opportunities and connected to services to create student success. Graduate Academic Advisors work closely with faculty advisors/mentors and academic staff in their assigned academic units(s), and other relevant academic affairs units. This position collaborates with campus partners on key initiatives related to graduate education.
Graduate Academic Advisors report to the COGA Assistant Director.
Advising and Communication (50%)
Program and University Policy and Procedures: Maintains current knowledge of University policies and procedures affecting graduate education at KU. Effectively communicates and explains this information to faculty and students. Advises and guides graduate students on university policy and procedures related to admission, enrollment, GTA/GRA/GA employment requirements, academic policies, required training, petitions, comprehensive and final exams, and graduation. Advises faculty on matters relating to University graduate policy and procedures across units, student petitions, recruitment, GTA/GRA/GA hiring and required evaluations, the curricular and program change process, and the Academic Catalog. At request of unit, attends graduate faculty meetings, admissions and awards committee meetings, and annual graduate student review meetings in a policy advising capacity. When appropriate, conducts training for faculty members for use of systems related to admissions (ADMIT) and advising (Advising Tool & DPR).
Admissions and Recruitment: Corresponds with prospective and active applicants to provide information on graduate programs, advises on the application process and ensure that all materials are received by the relevant application deadline. Develops & manages recruitment and outreach email campaigns for prospective students. At direction of unit, organizes prospective student visits and recruitment activities and organizes and presents at new student orientations. Attends admissions committee meetings in a policy advising capacity. Under supervision of DGS, processes correspondence and invitation letters from the graduate admissions committee to prospective and new students.
Graduation: Advises students and faculty regarding University requirements for degree, exams, and exam committees. Meets with students individually to ensure that documentation required for graduation is complete and submitted appropriately. Prepares departmental forms (e.g., Exam Outcome forms and Learner Outcome Rubrics) and advises faculty and students on the completion and submission of University forms associated with oral exams.
Liaison: May serve as liaison 1) between students, department/program and key campus offices; 2) between faculty and students to address student concerns or grievances and either advise students, or relay concerns to the appropriate department faculty member or campus organization. Connects students with opportunities for support, campus and community engagement, and professional development resources. Attends all COGA and Graduate Studies informational and policy meetings, and conveys important information to appropriate department stakeholders. Consults regularly with Director of Graduate Studies (DGS) regarding the graduate program.
Administrative Support of Graduate Programs (40%)
Administrative Processes: Submits and tracks student petitions, milestones, and exam pre-approvals and outcomes in the Progress to Degree (PTD) system and corresponds with COGA and Graduate Studies for follow up. Verifies that students have fulfilled all program and University requirements for degree, and processes applications for graduation through the KU Graduation System in Enroll & Pay (KUGS). Tracks email campaigns in Prospect and processes graduate admission decisions in the ADMIT system at direction of unit. Tracks applicant admission responses and notifies unit DGS accordingly. Provides students with enrollment permission numbers. Submits grade change forms and enrollment forms to COGA and the Registrars Office. Schedules graduate student exams. Compiles and submits to the SSC hiring information and for graduate student employment (GTA/GRA/GAs). Assists with recruitment efforts for out-of-field appointments. Serves as departmental submitter/contact for the graduate pages of the academic catalog (CAT) and for program & curricular changes (CIM) and follows up with COGA or governance as appropriate.
Student Records Management and Tracking: Maintains and interprets current and historical departmental data relating to the graduate program or individual student enrollment, milestones, time to degree, appointments, evaluations, and awards. Maintains and updates the Graduate Student Handbook, Academic Catalog, and graduate pages of the department/program website (including, but not limited to, the tracking and updating of program and University policy changes as they occur). Checks GPA and number of incompletes of graduate students at the end of every semester, and notifies department chairs and/or graduate directors accordingly. Tracks student enrollment and corresponds with students regarding enrollment requirements based on status in program. Prepares comparative statistical reports upon request. Gathers information and updates unit databases (e.g., for current and prospective graduate students, GTA/GRA/GAs appointment evaluation information, and alumni.)
Team Member of the College Office of Graduate Affairs (10%)
Advises and provides feedback and input from a unit perspective in order to refine College-wide administrative processes relating to graduate programs. Assists COGA's Assistant Director with special projects and initiatives. Assists with COGA training meetings, and workshops.
Attends all COGA and Advising Team meetings. Attends and assists with the CLAS Masters Hooding Ceremony and Graduate Studies Doctoral Hooding Ceremony.
Advertised Salary: Starting at $36,709
Evaluation of the following requirements will be made through (1) descriptions of work experiences and educational experiences in cover letter, (2) record of accomplishments and productivity addressed in resume, and (3) information provided from professional references:
- Bachelors degree with one year of professional administrative/office experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy.
- Demonstrated effective written and oral communication skills as evidenced by application materials.
- Demonstrated organizational skills and attention to detail.
- Demonstrated ability to work independently to organize and track tasks/projects and to meet deadlines.
- Demonstrated experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms).
- Demonstrated experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures.
- Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority.
- Master's degree.
- Demonstrated experience with and commitment to diversity, equity, and inclusion efforts.
- Experience training others on procedures and/or electronic systems.
- Experience providing customer service.
- Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.
Additional Candidate Instructions
Required attachments: a cover letter that addresses how you meet the required qualifications, resume, and references.
Location/Region: Lawrence, KS