Graduate Program Advisor and Administrator (West Lafayette, IN, US)

Purdue University

Experience: 1+ yrs
Location: West Lafayette, Indiana, United States
Job type: Full-time

Required skills

COGNOS
Banner
Slate
MyPurdue

About the role

Job Summary

Graduate Program Administrator, Graduate Academic Counseling and Advising, Graduate Admissions and Student Recruitment and Communications. This position offers a chance to make a meaningful impact at a prestigious institution known for innovation and research excellence. Join our community of lifelong learners and contribute your skills to this critical program. At Purdue, you'll find unrivaled pride and unlimited potential as we persistently pursue the next giant leap together. Take the next step in your career journey - apply now to help build a better world at Purdue University.

This is a dual level posting where the hiring manager will determine the level commensurate with the education and experience of the chosen candidate.

What You'll Be Doing:

Graduate Program Administration

Collaborate with the Associate Head of Graduate Programs on overall management and operation of Industrial Engineering (IE) Graduate programs.
Administer both MS and PhD degree programs consistent with OGSPS (Office of the Vice Provost for Graduate Students and Postdoctoral Scholars) and IE policy. Assist the Associate Head of Graduate Programs to maintain and update policy documents.
Assist the Associate Head of Graduate Programs in documenting the IE graduate curriculum, including interdisciplinary academic programs.
Maintain and update records and files for all graduate students in the School.
Ensure that faculty and graduate students understand roles, responsibilities, and timing guidelines/requirements.
Communicate regularly with faculty, the School Head, and the Associate Heads regarding academic program issues.
Schedule and communicate dissertation and thesis defenses according to OGSPS and IE policy timelines.
Liaise between OGSPS and the IE School administration to communicate and facilitate the incorporation of new changes in OGSPS policy.
Liaise between various campus program offices (e.g., Purdue Online Learning) and IE School administration.
Assist the Director of Academic Programs, IE Business Office, and faculty in making and tracking research and teaching assistantship assignments.
Form and chair committees to evaluate and implement orientation activities for graduate assistants.
Facilitate orientation activities for the College and School.
Communicate with the business office relative to the preparation and submission of graduate fellowships and awards.
Prepare various documents, surveys, and reports requested by the College and School administration and by faculty. Assist with data collection and reporting, and maintenance of School academic databases.
Participate in staff meetings.
Serve on committees and provide input on University policies and procedures, admissions, etc.
Represent the School at special functions held by the College, School, and/or University.
Participate in software and administration systems training/updates, including COGNOS, Banner, and Slate. Maintain knowledge on Purdue administration systems.
Assist with creation, maintenance, and distribution of documents issued by the program offices.
Assist with the organization and preparation of School events and activities (e.g., invited speakers, commencement receptions, campus visitors, picnics, and student organized activities).
Support the School Head, Associate Heads, and the School as needed.
Provide guidance to and supervision of other graduate staff as necessary.

Graduate Academic Counseling and Advising

Assist students in determining and evaluating their interests and abilities, and help students link their interests/abilities with programs, emphasis areas, and Purdue resources.
Research and provide feedback on best practices to help students link interests/abilities with majors/programs.
Provide guidance about graduate/professional school; career/internship opportunities and the job search process; and help students link learning and professional preparation in the workplace.
Guide students in developing a plan of study that meets all degree requirements and fits within their timetable for graduation.
Consult with each advisee in-person at least one time a semester to review plan of study and academic history, conduct unofficial audit and discuss progress, answer questions, and issue PIN. In addition, be available in-person to address issues as they arise.
Conduct audits on student’s progress toward their degree, including precertification audit the semester the student is a candidate.
Share knowledge with various constituents about graduate/professional programs and faculty, School policy, and other information as needed.
Maintain certifications related to handling student data (e.g. FERPA, GLBA).
Enter course requisite overrides in appropriate systems, as necessary.
Provide nominations for students for internal and external awards/honors.

Organize and oversee course preregistrations and monitor course enrollments. Collaborate and provide insight to schedule deputy regarding scheduling issues.
Liaise with graduate student organizations within the School, and provide support as needed.

Graduate Admissions and Student Recruitment

Administer graduate admission processes in conjunction with IE Graduate Committee, Associate Head for Graduate Programs, and other Graduate Program Administrator(s)
Consult with interested prospective graduate students concerning application requirements, academic program requirement, and funding opportunities
Develop and administer strategies to aid in student recruitment
Develop and maintain a graduate student orientation program
Prepare and deliver materials for a graduate student orientation program, both in masse and one-on-one (as necessary).

Communications

Develop program information documents, forms, and web displays and coordinate assembly of graduate student information for University bulletins and other publications.
Support graduate student recognition activities.

About Us:

Purdue’s Edwardson School of Industrial Engineering (IE) offers a deep and wide range of expertise in operations research, artificial intelligence, manufacturing, human factors, and production systems. The School is an integral part of Purdue’s College of Engineering. Purdue Engineering is one of the largest and top-ranked engineering colleges in the nation and renowned for top-notch faculty, students, unique research facilities, and a culture of collegiality and persistent pursuit of pre-eminence. Consistently ranked as one of the top undergraduate industrial engineering programs, at Purdue IE, we’re actively involved in finding ways to overcome society’s biggest challenges in today’s world.

What We're Looking For:

P2 Education and Experience:

Bachelors degree required
One (1) year of experience in an academic environment administering graduate programs
Experience must include interpreting and advising on academic program requirements, supporting graduate student recruitment, admissions, and registration processes, as well as graduate student services for domestic and international students.
Equivalent combinations of education and experience will be considered

P3 Education and Experience:

Bachelors degree required
Four (4) years of experience in an academic environment administering graduate programs
Experience must include interpreting and advising on academic program requirements, supporting graduate student recruitment, admissions, and registration processes, as well as graduate student services for domestic and international students.
Equivalent combinations of education and experience will be considered

Skills needed:

Excellent communication (oral/written) and interpersonal skills
Knowledge of academic advising
Demonstrated ability to interpret and administer academic policy as necessary with attention-to-detail
Must be able to collaborate with faculty, staff, students, and parents
Must have excellent organizational skills, ability to multi-task, establish priorities, and resolve conflict
Basic skills in Outlook, Word, Excel, and PowerPoint

Nice to have:

Master’s degree in engineering, science, counseling, higher education, or related discipline preferred
Knowledge of programs and majors at Purdue University
Familiarity with MyPurdue, Banner, COGNOS

Who We Are:

Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.

Additional Information:

Purdue’s benefits summary https://www.purdue.edu/hr/Benefits/
Purdue will not sponsor employment authorization for this position
A background check will be required for employment in this position
FLSA: Exempt (Not Eligible For Overtime)
Retirement Eligibility: Defined Contribution Waiting Period

Career Stream

Compensation Information:
Professional 2
Pay Band S060
Job Code#20002086

Professional 3
Pay Band S065
Job Code#20002087

Link to Purdue University's Compensation Guidelines: https://www.purdue.edu/hr/mngcareer/compguidelines/index.php

EOE

Purdue University is an EO/EA University

About Purdue University

Public research university providing undergraduate and graduate degree programs.

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