Job Description

Context of Job:

Under the limited direction of the Associate Dean for Undergraduate Education, the Sr Assistant Dean of Student Services is responsible for developing and coordinating undergraduate advisement for the College of Engineering. As a member of the Dean's senior staff, the Sr Assistant Dean oversees the coordination of undergraduate programs and provides leadership in developing initiatives related to academic programs and student services. Thorough knowledge of collegiate student policies and procedures is required.
The Sr Assistant Dean provides both short- and long-term direction for the unit and is accountable for unit practices and procedures; has regular contact with senior University officials, faculty, parents, and students; and participates in goal setting and policy and program development for the College of Engineering. The Sr Assistant Dean must act decisively and diplomatically in resolving situations that are unique, controversial, or not fully resolved by others. The Sr Assistant Dean supervises the work of an Administrative Specialist and coordinates the efforts of 10 Academic Advisors relative to academic advising and student services. They also coordinate teams of faculty and students for various projects and events related to undergraduate retention, academic services, and advisement.


Major Responsibilities:
Lead the COE Academic Advisement and UG Services office which serves as the central resource to faculty and staff in Engineering departments and programs and to the University in general on, student success, retention, student services and academic advisement issues for 2,500 Engineering undergraduate students.
Interface directly with senior faculty members, Department Chairs, Deans, Assistant and Associate Vice Presidents, and the senior leadership in the provost’s office.
Manage workloads and projects, conduct yearly performance appraisal evaluations, and suggest job performance improvements.
Recommend, develop, and administer policy regarding undergraduate advisement, student success, and student retention through membership on the Assistant Deans Subgroup convened by the Associate VPs for Enrollment Management. Serve on ad-hoc sub-committees within and external to the COE to operationalize student success and retention strategies.
Manage the College summer, fall, and spring New Student Orientation (NSO), registration, and advisement processes, including training of academic advisors. Coordinate COE International Student NSO and advisement of Associate in Arts students transitioning to majors in the COE.
Coordinate advisement and provide policy information to dismissed students and students considering transferring into the COE. Manage the twice-yearly Restricted Major Change of Major Process in the College.
Manage the College online Academic Progress Report and degree audit process resulting in certification of undergraduate major, minor, certificate, and Grand Challenges Scholars academic plans.
Provide academic program policy and procedural information to support Undergraduate Education and the College’s Educational Activities Committee to facilitate the revision of curricula and courses especially as related to the undergraduate curricula.
Manage the College process for admissions and registration actions, and the College processes for Academic Withdrawal, Leaves of Absence, Academic Warning, Academic Suspension, Academic Renewal, and Applications for Readmission.
Interpret and administer University academic policy to students, faculty, advisors, and staff (related to Drop/Add, withdrawal, medical leave, academic leave, preparation and presentation of CURC petitions, mid-term grades, probation, dismissal, reinstatement on Academic Warning 1 and 2, readmission, academic renewals, student grievances, Documented Absence Notes, course substitution and waiver process, authorization of grade changes, changes of majors and minors, changes of graduation date, Dean-level signature authorization, Dean’s List and Dean’s Scholars approvals).
Serve as liaison to and provide students with direct and connected referrals to appropriate sources of assistance (Academic Coaching, Writing Center, Study Abroad, Career Services, Center for Counseling and Student Development, Undergraduate Research, Mathematical Sciences Learning Laboratory, Admissions, Professional and Continuing Studies, Division of Student Life, Provost’s Office, Registrar’s Office, Student Financial Services, Development and Alumni Relations, Student Services for Athletes, University Honors College, Disability Support Services, etc.). Consult on policy and procedures; exchange information regularly; support and ensure faculty awareness of appropriate sources of assistance.
Manage college implementation and on-going training for the Stellic Advisement platform for advisors, faculty, and students.
Generate ad-hoc reports. Send group emails (50+ per year) to specifically identified sub-groups of students to strategically reward and enhance student success and retention.
Coordinate all activities in the awarding of COE and department scholarships and awards in conjunction with department staff, Department of Alumni Relations, and Student Financial Services. Maintain extensive database of donors, awards, Letters of Intent, and past awardees. Ensure proper stewardship of awards.
Develop and promote articulation agreements per Dean’s and Associate Dean’s request.
Manage Undergraduate Services budget which supports recruitment, programs, COE Scholarships and Awards process, and professional development and travel.
Manage funding requests by Registered Student Organizations for activities and events. Evaluate outcomes for program adherence.
Supervise an Administrative Specialist and coordinate 10 Academic Advisors for work pertaining to academic advising and student services. Coordinate teams of faculty and students for various projects and events related to undergraduate advisement.
Perform other job-related duties as assigned.


Qualifications
Master's degree in counseling, education administration, student personnel, or related field and a minimum of six years of progressively responsible job-related experience in academic administration and/or student development.
Comprehensive knowledge of University academic programs, policies and procedures, and student information and database systems preferred.
Effective organizational, interpersonal, oral, and written communication skills.
Proficient knowledge of and experience with Microsoft Office Suite (including Excel, PowerPoint, Word, and Teams). Adobe Acrobat, Zoom, SLATE and Stellic.
Ability to manage multiple projects, work independently, make administrative and procedural decisions, and work with a wide range of constituencies in a diverse community.
Supervisory experience required.
Knowledge and understanding of the administration of academic, technical, STEM, and vocational programs at the post-secondary level desired.
Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
Skill in organizing resources and establishing priorities.
Knowledge of student retention and enrollment management models, as well as community outreach and student recruitment principles and techniques is preferred.
Knowledge of student rights and disciplinary procedures is preferred.
Knowledge of budgeting and fiscal management principles and procedures.
Knowledge and understanding of institutional policies and procedures and the regulatory environment within which they operate.