Although open until filled, priority application date is November 2, 2020.
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UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Paul G. Allen School of Computer Science & Engineering (CSE) at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for its success in promoting diversity and for the impact of its research and teaching across our region and around the globe. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.
The Allen School has an outstanding opportunity for a Ph.D. Adviser (Counseling Services Coordinator).
Under the general direction of the Director of Graduate Student Services, the Ph.D. Advisor provides high quality student counseling services for the Allen School of Computer Science & Engineering from admissions through graduation. This position advises and counsels Ph.D. students and prospective students regarding academic goals, program planning, and career opportunities; advises the faculty, staff, and students on a variety of departmental and University issues; coordinates the admissions recruiting and admissions process; organizes program activities related to the advising and funding of students; and develops new and innovative methods to provide and improve counseling services. In this new position due to growth, the Ph.D. Adviser will join a collaborative and innovative team of 3 other full-time staff members to support 300 enrolled students and 2200 applicants annually.
RESPONSIBILITIES: Advising of Ph.D. Students •Advise and counsel Ph.D. students regarding academic goals, program planning, degree, exam and thesis/dissertation requirements, extra-curricular and career opportunities. •Develop quarterly schedules and long-term curricular plans for students. Review and approve student Degree Plans. Assist students in developing course schedules in preparation for the Ph.D. qualifying exam. •Advise students regarding School, college, and university requirements and procedures for satisfactory progress and degree completion. Review and monitor academic progress. Counsel students experiencing academic difficulties regarding options and resources. Assist students experiencing personal issues and refer to appropriate campus or community resources. •Apply knowledge of university and departmental systems to help students address academic, financial, health and personal problems and advocate for students in faculty meetings and other school committees. Provide advocacy for students with school faculty, the offices of Registration, College of Engineering, Graduate School, and other campus departments when questions or problems arise. •Serve on the Review of Progress Committee and manage the annual review process of all graduate students. Review student records and provide the Director of Graduate Student Services with reports and analysis. •Attend Qualifying Evaluation faculty meeting each quarter. Document the Faculty’s vote on each student. Provide feedback to the faculty on student’s progress thus far. Talk with each student about choosing a permanent advisor. Report back to the Advising Team about results and consult about needed action steps to support students. •Advise the Director of Graduate Student Services (GSS) and faculty on low scholarship, academic misconduct, and other academic-related matters. Together with the Program Coordinator, prepare probationary action when necessary in coordination with appropriate University offices. Use discretion in dealing with sensitive and confidential information. •Provide specialized help for international students for practical training, prerequisites, training for teaching assistantships, visa difficulties, and cultural adjustment. Refer international students to appropriate resources, and work with International Student Services, the Graduate School, and other campus offices on visa and related issues. •Manage the School’s graduate student travel grant funds and the process for submitting student requests for travel funds to the Graduate School (GSFEI).
Admissions and Recruiting •Advise prospective students on admission requirements and the application process by email, phone, online, and in-person. Provide counseling to denied applicants, as necessary. •Organize, participate in, and host the annual two-day graduate recruiting event, Grad Visit Days. •Assist in managing the School’s complex admissions process. Process applications. Screen applicants (approximately 2200 a year). •Evaluate applications for minimum requirements and notify Admissions Committee of deficiencies. Analyze applicant data, compile data from applications, and produce admission reports for Admissions Committee. •Schedule, facilitate, and participate in Admissions Committee meetings and provide input regarding final admission and funding decisions. Participate in the Admissions Committee as a voting member. •Provide continuity for rotating faculty Admission Committee members. Review and recommend improvements to previous year’s admissions procedures. Maintain the application database, produce reports and develop/maintain statistics. •Manage the award process for recruitment fellowships. Ensure that recipients for endowed fellowships are selected in accordance with donor’s purpose.
Program Administration •Collaborate with the Graduate Advising team to maintain the daily operations of the program. Organize and implement all activities and services related to the advising and funding of the graduate students, from the admission process to graduation. - Develop an annual calendar of events. Plan, organize, and host graduate student events throughout the year including recruitment events, new student orientation, career information sessions, and commencement. - Establish procedures and policies where needed, and oversee the creation of the corresponding documentation. - Manage digital students records in compliance with FERPA regulations and UW records retention schedule. Ensure students are on-track with their paperwork. - Draft correspondence on behalf of the GSS Director and School Director for student-related communications. - Support Grad Students, and the Grad Advising team, in Grad Office/Workroom and Lab assignments by collaborating with stakeholders. Increase communication between the stakeholders (faculty, operations, students, staff), and advocate for the student perspective. - Establish and edit supervisory committees. Facilitate completion of graduation and candidacy warrant via DocuSign. Conduct degree audits using MyGrad. - Conduct exit interviews. - Provide add codes, course descriptions, and registration deadlines to non-major and current graduate students as needed for the quarter by accessing MyGrad Program, the Student Database, and EARS. - Advise on registration in regards to tuition, funding and internships. - Collaborate on managing and expanding the CSE Grad Internship program (CSE 601). •Facilitate students in their volunteer and committee assignments by providing information on responsibilities, assisting them to meet deadlines, and supporting bringing their plans to fruition. •Work in collaboration with and provide support to the Director of Graduate Student Services. Assist with the preparation of reports and proposals for new initiatives, reviews, assessments, and evaluations. •Develop methods to keep faculty updated on the degree procedures as it relates to their responsibility to the students they advise, and work with the Graduate Program Director on how to best implement them. •Oversee the funding of Ph.D. students as follows: - Work with payroll to ensure all full-time Ph.D. students are funded according to School policies. - Coordinate internal fellowship application processes for industry awards. - Write proposals for graduate awards and fellowships – ARCS, GSFEI/Top Scholar, College of Engineering Dean’s Fellowship, etc., and evaluate applicants. - Maintain online student resources for funding opportunities and possible fellowship opportunities. - Provide departmental funding letters for international students who need I-20 extensions. •Provide basic advising support to the Professional Master’s Program during the PMP adviser’s absence.
Curriculum •Participate in the Curriculum Committee when graduate course changes are being considered and assist with decisions regarding student course needs. Prepare quarterly course offerings in consultation with the GSS Director and faculty scheduling committee. Provide advice on course offerings and student needs. Troubleshoot problem areas. •Participate in curriculum discussions with the Graduate Student Services Director, including making recommendations for changes in course offerings and scheduling of courses, and updates of catalog. Assist in the submission of new course proposals and course change proposals, and work with faculty to develop programs to enhance student learning.
REQUIREMENTS: •Bachelor’s degree in a related field and at least 5 years of experience in a university student advising setting. •Excellent supervisory and lead skills. •Proven ability to work independently and as part of a dynamic and ever-changing team environment. •Demonstrated ability to form productive working relationships with students, faculty, staff, and industry representatives from a wide variety of backgrounds. •Innovator who constantly looks for opportunities and takes initiative to better serve students and faculty through enhanced services. •Exceptional written, verbal, interpersonal, and presentation skills. •Strong organizational and problem-solving skills. •Ability to prioritize tasks and meet deadlines. Use of sound judgment in sensitive situations. •Advanced proficiency with Microsoft Office, database management, web development, and electronic calendars.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Work Conditions - Ability to work a flexible schedule, which may include additional hours when needed to support occasional early morning, evening, and weekend program events/activities.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.