Graduate Academic Advisor

University of Kansas

Lawrence, KS

ID: 7074670
Posted: February 1, 2021
Application Deadline: Open Until Filled

Job Description

Position Overview

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 graduate students and faculty on policies and processes related to graduate education at KU and to manage all administrative aspects of graduate programs in their assigned unit.

Graduate Academic Advisors work closely with faculty in their assigned academic unit, the COGA office, and other campus partners to collaborate on key initiatives related to graduate education and to serve in an advising capacity for graduate policy and best practices. They provide students with equitable, inclusive advising on graduate policy and processes and connect students to services and opportunities to facilitate successful progression throughout their graduate career.

CLAS Graduate Academic Advisors report to the COGA Associate Director. This position is assigned to the Department of Chemistry.

Due to COVID restrictions, this position will begin teleworking and will transition to on-site work when deemed safe and necessary.

Job Description

(40%) Advises and guides graduate students and faculty on policy, procedures, and best practices related to graduate education in order to ensure student success.
Maintains broad expertise on College & University policies and procedures affecting graduate education at KU. Proactively and effectively communicates this information to faculty and students to ensure successful progression through the program and provide creative solutions to complex advising scenarios.
Serves as an advocate for students and as a liaison 1) between students and campus offices; 2) between faculty or department leadership regarding student issues or grievances.
Connects students with opportunities for support, campus and community engagement, and resources.
Communicates with prospective students regarding the application process.
Advises students and faculty regarding University requirements for exams and graduation and meets with students individually to ensure that documentation required for graduation is submitted appropriately.
Advises students on University requirements and program expectations related to funding and University employment. Guides students through the GTA/GRA/GA hiring process.
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, collaborates with or provides training for faculty members regarding use of University systems related to graduate education.
(40%) Manages all administrative aspects of the graduate program and graduate data.
Submits and tracks all University or departmental forms related to student petitions, milestones, enrollment, exams, and graduation.
Maintains current and historical data and records relating to the graduate program and individual students.
Verifies that students have fulfilled all program and University requirements for degree, schedules final exams, and approves applications for graduation on behalf of the department.
Manages all administrative aspects of the graduate admission process, including tracking applicant materials, providing data or reports to admission committees, processing admission decisions in the Admit system, and processing correspondence and invitation letters.
Develops and manages communication campaigns for recruitment and outreach.
Coordinates prospective student visits, recruitment activities, and other events related to graduate programs. Organizes and presents at new student orientations.
Tracks graduate student enrollment, provides permission numbers, prepares and assists with submission of enrollment forms.
Manages all administrative aspects of 3G (GTA/GRA/GA) processes, including support for the selection process, tracking of appointments and course assignments, submission of hiring information to the Shared Service Center, and coordination and tracking of annual evaluations by 3G supervisors.
Maintains and updates the graduate student handbook and graduate pages of the department website and academic catalog


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