Academic Services Coordinator

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

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.

The purpose of the Counseling Services Coordinator (E S 8) (working title: "Academic Services Coordinator") is to create and maintain a strong and confident relationship between graduate students and the department from the time they are prospective students, through their time pursuing their degree, to their status as alumni and mentors to other students. The Academic Services Coordinator develops and leads the recruitment and admissions process; provides trainings, events, and resources key to student retention during their time in the program; and maintains contact with students as alumni who continue to benefit from and give back to the department as collaborators with UW faculty and and as mentors, employers, and donors .

The Department of Biostatistics graduate program currently includes over 100 students across three separate degrees (PhD, MS-Thesis, and MS-Capstone). These highly respected, competitive, and rigorous programs attract top students from around the world who graduate to become leaders in academia, industry, and government agencies. This position must provide support to students at very different stages of their academic and job careers, understanding the emotional and administrative components of recruitment, admissions, retention, and alumni-relationship building. Working closely with faculty advisors, the Graduate Program Director, the Department Administrator, and the Associate Director of Student Services, this position must communicate clearly and effectively, track and update significant data across multiple systems, and pro-actively lead presentations for prospective students, workshops for current students, and outreach efforts for alumni mentors and donors.

The Department of Biostatistics is among the top three most highly ranked and regarded graduate programs in biostatistics in the U.S. The department is a recognized global leader in the statistical sciences with faculty and alumni holding leadership roles in academia, government and industry worldwide. The Department is at the forefront of innovation and excellence across the health sciences with a rapidly expanding number of regional, national and global collaborative partnerships including those with the National Institutes of Health, Fred Hutchinson Cancer Research Center, Gates Foundation, Children's Hospital Research Institute, Group Health Cooperative, the Veteran's Administration, Food and Drug Administration and many others.

DUTIES AND RESPONSIBILITIES

Recruitment and Admissions (20%)

Work with the faculty Admissions Committee to develop and implement recruitment strategies, including outreach through the department web site, contacting undergraduate programs locally, nationally, and internationally, attending or creating recruitment events, making in-person and remote presentations, and other efforts to attract and inform prospective students. Provide direct support to the departmental faculty Admissions Committee meetings, including but not limited to, taking minutes and preparing materials, managing the SLATE admissions system, answering questions about the admissions process, and sending out decision communications via the SLATE system.

Advise prospective applicants on admissions requirements, degree pathways, and application package components; refer applicants to faculty directors as needed. Review applications for outstanding diverse candidates; track/report them to Admissions Chairs.

Track applicant progress and notify applicants of missing items. Monitor the bioadmit@uw.edu email for all admission inquiry.

Compose, edit, and update admissions information online and in print, ensuring information is kept current, relevant, and accessible, post updates.

Manage the SLATE Program admissions system; collect/process application materials and enter specific details. Attend SPH and Graduate School meetings and trainings related to admissions.

Stay up-to-date on SPH admissions management systems, including possible expansion of SOPHAS application management system to all SPH degrees.

Interview MS students for English Language Proficiency as directed by the Admissions Directors

Alumni Relations (45%)

Develop and implement an alumni engagement plan in conjunction with graduate program and communications staff (e.g., identify alumni mentor/speaker/prof development candidates, survey alumni, conduct focus groups, etc.)

Work in partnership with SPH Alumni Group to develop a strategic plan for alumni engagement.

Plan alumni events that provide educational and networking opportunities for alumni and the local biostatistics community.

Maintain alumni contact and employment information in available system.

Develop professional development programs for alumni for the benefit of students and alumni.

In service of the Graduate Program's goals, engage with and solicit alumni to participate in student activities/workshops/events, and well as events open to students across the department's graduate degrees.

In conjunction with Communications Department, contribute to the development of materials and events that support alumni engagement with current students.

Event Coordination (15%)

Support planning and coordination of arrangements for repeat event, and student activities. (Graduation, orientation, coffee/tea times and department socials).

Support set up and breakdown of event.

Develop program planning and guidelines, coordinating logistics such as scheduling meeting rooms, participants, working with facilities, catering, classroom services and lodging venues.

Work closely and in collaboration with Marketing Team and Assoc Director of Student Services.

Communicate regularly with event planning stakeholders via in-person meetings, by phone, and via email; provide accurate and efficient information regarding events and logistics to team and update with progress.

Manage special event RSVP and attendance processes, and coordinate arrangements.

Statistical Consulting (20%)

Provide administrative support to the BIOST 590 - Biostatistical Consulting course, including appointment management, room reservations, and monitoring of the bconslt@uw.edu email account.

In collaboration with the Statistical Consulting scheduler in Statistics, set up an appointment tracking system, OnceHub Scheduling software, Canvas course site, appointment calendar, Zoom appointments, and the Statistical Consulting website several weeks before each quarter BIOST 590 / STAT 599 is offered.

Triage problem description forms for clients' appointments and guide them through the scheduling process. Update the course Canvas site and shared calendar with clients' appointment information.

Work with clients as necessary to answer their questions, add supplemental documents to the course canvas page, and reschedule/cancel appointments as possible.

MINIMUM REQUIREMENTS

Bachelor's degree in counseling, administration, or a related field

Minimum of four years experience an academic setting. Experience may substitute for degree requirement.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Experience implementing cultural diversity trainings.

Experience with students enrolled in science, computing, and health care programs.

Experience working with alumni.

Experience working in admissions.

DESIRED QUALIFICATIONS

Experience implementing cultural diversity trainings.

Experience with students enrolled in science, computing, and health care programs.

Application Process: The application process 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 Work 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 your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.