GRADUATE PROGRAM ADVISOR

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. 

Faculty in the Department of Oral Health Sciences (OHS) span the spectrum of dental and oral health research. They have expertise ranging from the modern experimental life sciences (neuroscience, genetics, cellular and molecular biology) to public health, to behavioral sciences. OHS faculty teach in the pre-doctoral dental curriculum. In addition, the OHS offers the School of Dentistry’s only graduate degree program.  Degrees offered include MS degree in Oral Health Sciences, MS in Dental Hygiene, PhD and DDS/PhD. Oral Health Sciences is committed to providing a welcoming and inclusive environment.

The OHS Administrative unit is comprised of the Administrator, Graduate Program Advisor (GPA) and Fiscal Specialist 2. As a small administrative unit OHS staff work collaboratively, and assist each other when needed. This position reports to both the Graduate Program Director (GPD) and the Administrator.

The GPA will be responsible for coordinating and managing the administration, student advising, and support services for the OHS Graduate Program. The GPA will participate in graduate student recruitment, advising resources and materials development, curriculum development, and provision of course support. The GPA is responsible for many of the administrative duties associated with OHS courses, which are taught to both graduate students and dental students. This includes updating the time schedule annually; booking rooms for classes; arranging the schedule and tracking student attendance for certain courses; making sure students are registered for the appropriate courses each quarter; and making sure final grades for all didactic and graduate research courses are posted each quarter. The position will liaise with the UW graduate school regarding availability of funding and student services (workshops, student tuition waivers, etc.). In addition, the position will communicate and collaborate with other UW departments regarding student support and services.

RESPONSIBILITIES:

Program Management

• Act as the School of Dentistry Resource for this program.
• Assist in planning, implementing, and evaluating institutional policies related to the program specialty; devise and implement new procedures to facilitate administration of program; and assist in development of program content.
• Advise students, staff, program participants regarding program content, policies and activities; recommend alternative course of action.
• Assist with Graduate Faculty Member nominations and enter successful ones into MyGrad Program (MGP).
• Coordinate student receptions as needed.
• Prepare and maintain administrative reports and records.
• Book rooms with classroom services and post class information in Time Schedule.
• Oversee grade entry & tracking with GradePage.
• Assist with Graduate Program Reviews.
• Establish work priorities, ensure deadlines are met.
• Utilize Student Database (SDB) to enter faculty workload, student tuition, and assign faculty add codes.
• Assist faculty with online course evaluations using the Instructional Assessment System (IASystem)
• Work with GPD in coordinating graduate recruitment awards – enter requests in My Grad.
• Research and implement incorporation of OHS programs into DARS. Coordinate dual DDS/PhD degree with SoD.

Academic Advising

• Advise students of their course of study, laboratory rotations, financial considerations, scholarship opportunities, tutoring, job opportunities, register for courses if necessary.
• Monitor student progress and grades, recommend courses of action, and compile quarterly reports, update GPD on student progress.
• Work with GPD, and adjunct faculty to facilitate financial backing for students; make recommendations regarding student stipends, research assistantships and non-resident (NRD) tuition waivers.
• Guide students in successful academic problem solving and accessing services at the university.
• Counsel undergraduate students at the UW regarding research opportunities in OHS.
• Advise DDS students regarding course electives in the department.

Recruiting and Admissions

• Advise and assist prospective Oral Health Science students in the application process, admission requirements, and facilitate (MGP) admission process.  Answer all inquiries in four graduate programs via email, phone and in-person.
• Coordinate and plan orientation sessions for new students; design manual – continually update.

Communications and Information Dissemination

• Attend Graduate School meetings and keep informed of new activities, update GPD of any policy or administrative changes.
• Schedule and participate in Graduate Steering Committee Meetings, implement committee recommendations/motions.
• Quarterly review and update of Grad Program information on OHS website using WordPress.
• Maintain OHS Student listserv and forward GPAA announcements as appropriate.

Other Duties as Assigned

MINIMUM REQUIREMENTS:

• Bachelor’s degree. Master’s degree in counseling or related field preferred. Minimum of 3 years’ experience in student counseling or teaching, or equivalent education/experience.

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

ADDITIONAL REQUIREMENTS:

• Proficient in Office 2020 (desktop) and Office 365 (online). Specifically Word, Excel, Outlook, SharePoint, One Drive, and Teams.
• Proficient in Adobe Acrobat Pro
• Proficient with Zoom

ADDITIONAL APPLICATION INSTRUCTIONS

As part of your cover letter please include a Diversity, Equity and Inclusion (DEI) statement. Tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.

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.