Academic Services Manager

University Of Washington Seattle , WA 98113

Posted 4 weeks ago

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.

The Global Innovation Exchange (GIX) is a new model of experiential education and practice to develop leaders in innovation. Starting with our project and team-based graduate degree programs, GIX will grow to include a broad array of innovation experiences for students, executives, and working professionals. Founded by the University of Washington, Tsinghua University, and Microsoft, GIX is a global collaboration between leading academic and cross-sector partners.

GIX has an outstanding opportunity for a full time Academic Services Manager.

The Academic Services Manager advises prospective and current students in GIX graduate programs, supports the delivery, review, and modification of the curriculum, and manages the admissions process. Areas of focus in the role include maintaining program calendar to ensure that key activities and milestones supporting delivery of the academic program are met; overseeing the execution of admissions plan; and tracking relevant data to help evaluate effectiveness of recruiting strategies, instructors/teaching assistants, and student services. The Academic Services Manager collects and synthesizes information to anticipate issues and make informed recommendations to the Assistant Director of Academic Programs.

We are seeking a motivated individual who is adept at working in a dynamic and collaborative work environment and is capable of working independently and exercising independent judgement. The individual in this position requires must develop a deep understanding of the program and communicate effectively with students and colleagues of widely varying academic backgrounds, work experiences, and nationalities.

The Academic Services Manager will administer MSTI activities and events, and may be required to participate in recruiting events when additional support is needed, and must be available evenings and weekends when needed. Occasional commuting between the UW campus in Seattle and the Steve Ballmer Building in Bellevue is expected.

The central purpose of this position is to ensure the smooth functioning of the academic program and delivery of student services for successful student experience in the MS in Technology Innovation (MSTI) program tracks and as a component of the GIX Dual Degree Program (MSTI + MSEDSIT at Tsinghua University in Beijing).

RESPONSIBILITIES:

Support of program admissions:

Review, update and oversee the administration of online application process in UW MyGrad system

Support the admissions process for prospective MSTI and GIX Dual Degree programs including reviewing, updating and ensuring accuracy of admissions information and application process across written, digital and face-to-face interaction channels

Counsel prospective students on the program and admissions process; participate in student information sessions and webinars; Manage responses to prospective student inquiries regarding admissions and the applications process

Support MSTI and GIX Dual Degree faculty admissions committees in admissions review processes; Communication and tracking of admissions and scholarship decisions

Identify relevant external funding sources and support students in applying (e.g., Top Scholar, GO-MAP)

Inform all applicants of admission decisions; write offer letters to admitted students; track offers and funding commitments and student acceptances/rejections; coordinate with UW Continuum College for registration and billing

Track and provide admissions statistics as appropriate for GIX stakeholders when requested; report on selection and admissions at appropriate meetings and in the weekly internal newsletter

Student advising/support of prospective and current students in successful onboarding for and completion of academic program(s):

Oversee and administer academic advising of graduate students to ensure effective student progress toward program learning objectives and degree requirements, document and communicate academic program policies; Assist dual degree students in academic advising and coordination with Tsinghua faculty and staff

Administrative support of MSTI student services and events including new student orientation, international student services, and coordinating awareness and access to existing UW student services and resources available on main campus

Advise students regarding program content and degree requirements ensuring that University deadlines are met and required paperwork is completed

Serve as the primary contact for questions pertaining to MSTI and Dual Degree program and policy at the University

Take appropriate action in various matters pertaining to registration, insurance, payroll, visas, residency, and other areas related to student success

Arrange for required safety and teaching assistant training sessions

Assist with the organization and planning of any student related program events

Work with Marketing Manager, Recruiting Specialist, and Operations Team to ensure coordination of efforts and communications with students.Review student sections of web site/intranet content regularly and make suggestions to ensure clarity, accuracy, and relevance of information

Maintain student handbook/and or provide guidance on relevant University, Graduate School, and program policies and procedures

Support administration, faculty, staff, in effective development and delivery of the academic programs:

Provide guidance to administration, faculty, staff, and students to ensure academic programs and associated activities adhere to university, Graduate School, and program policies and procedures

Administrative support of MSTI curriculum delivery including coordination and communication of faculty teaching assignments and schedules, any hiring and HR/payroll coordination of teaching assistants, guest lecturers and instructional support staff in cooperation with supporting department units

Assist Director of Academic Programs with coordination and communication of faculty teaching assignments with supporting departments and schools (CSE, EE, HCDE, Foster, Law)

Maintain a calendar of teaching assignment planning cycles for each department

Manage curriculum review process for any potential new courses or change in existing courses or curriculum structure

Coordinate with faculty and facilities staff to establish quarterly course schedules and classroom assignments; Coordinate with Time Schedule Office to ensure course and time schedule information is accurate and up to date

Support student registration

Coordinate quarterly graduate student appointments and reappointments; work with faculty, GPC and to determine GSA/Teaching Assistant (TA) appointments, provide GSA/TA appointment information to the GIX payroll coordinator, write quarterly appointment letters to selected graduate students, maintain GSA/TA appointment files and personnel files and database. (Issue keys) and payroll paperwork as applicable

Coordinate TA evaluation program, monitoring evaluations for problems areas and reporting to the GPC and Director. Ensure compliance with Graduate School, UWHR, and bargaining unit requirements

Coordinate collection of teaching reviews on a quarterly basis, for reference by department chairs and Academic Program Director

Other duties:

Anticipate policy or student issues related to scale-up, curriculum adjustments, new programs or collaborations, processes, policies, changes, etc. and make recommendations to Director of Academic Programs

Chair Diversity Committee, coordinate and participate in Academic Team meetings, and other relevant committees and teams as assigned

Advise program leadership on budget needs (as needed)

Supervise academic program student employees or other employees hired to support academic programs (as needed)

Coordinate student participation in activities requested by Advancement and Marketing staff

Other duties as assigned

REQUIREMENTS:

Master's degree in business, social science, English, education, or related field and 2 years of experience in student advising (or equivalent Bachelor's degree and 4 years of experience)

Demonstrated commitment to supporting students from diverse backgrounds.

Strong organizational skills and ability to juggle multiple priorities and projects

Strong interpersonal communication and collaboration skills, with an ability to work professionally, productively, and collegially with a broad range of individuals, from prospective and current students to faculty, leaders on campus, and professionals

Excellent writing and editing skills

Strong public presentation skills

Eye for detail and high standards of accuracy

Proficiency with the MS Office Suite

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

DESIRED:

Experience working with global programs or international students

Knowledge of student visas process and relevant graduate school and international office policies

Experience with web-based conferencing/meeting technologies and web-based content management systems such as WordPress

Experience writing and administering policies

CONDITIONS OF EMPLOYMENT:

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 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 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.



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