Undergraduate Academic Program Coordinator - Engineering

Position Summary
This position serves as the primary contact for all undergraduate student services in the department of Electrical and Systems Engineering. This individual works in collaboration with Electrical and Systems leadership, McKelvey School of Engineering, and other campus partners to ensure students are given the resources to be successful and have a positive experience. The Coordinator is part of an administrative team of staff that shares work of supporting the department faculty and expected to participate fairly in that work as directed by the head of office staff. 

Job Description

Primary Duties & Responsibilities

WUCRSL, SIS, Bulletin, and Student Sunrise Support

• Edits the undergraduate portion of the department’s sections of the university bulletin, and responsible for ensuring Curriculum and Semester portions of WUCRSL are current in course title, description, and prerequisites, as well as obtaining bulletin approval from faculty overseeing various majors, and approval by the director of undergraduate studies, associate chair, and chair.
• Coordinate with the Director of Undergraduate Studies and Associate Chair to check and update undergraduate degree program audits in WUAchieve. Communicate changes with the Engineering Undergraduate Student Service office.
• Manage the tracking and coordination of departmental course offerings each semester and ensure proper documentation is maintained.
• Post the course schedule to WUCRSL, ensuring that the department’s semester overview is consistent with the schedule and that course seating requests match the admission policy and ultimate enrollment for each course, as well as recording classroom requirements and interacting with the school or university registrar to ensure that suitable space is available for our courses.
• Utilize SIS to prepare reports at the request of the undergraduate committee or department chair
• Process/update course numbers, descriptions, cross-listings with other schools, scheduling, changes and upgrades, and other associated requirements in Washington University’s Course Listings (WUCRSL) system. 
• Coordinate with Director of Undergraduate Studies and Associate Chair each semester and serve as primary contact for information pertaining to WUCRSL year-long. 
• Provide support for migration to new student information system, Student Sunrise.

Undergraduate Student Support

• Assist the department ABET committee in preparation of materials and coordination of accreditation reviews.
• Facilitate course transfers.
• Serve as staff support for Undergraduate Committee.
• Provide support for the undergraduate student advisory board.
• Serve as main point of contact for undergraduate students and work with faculty and the ESE communications specialist to develop any supporting materials.
• Assist in undergraduate student recruitment in coordination with the ESE communications specialist, undergraduate committee, Engineering Undergraduate Student Services, and Washington University Admissions.

AI and Grader Process Administration

• Responsible for the administration of AI and grader support each semester. Information will need to be prepared in advance and submitted to meet bi-weekly payroll deadlines.
• Create and distribute AI/Grader application each semester.
• Send application reports to each faculty member teaching that semester.
• Manage the hiring process of the AI/Graders in coordination with the faculty and the Dean’s office.
• Ensure AI/Graders have proper access to course materials (I.e. Canvas) once hired.

Visa and Visiting Scholar Administration

• Prepare and facilitate the support for the visa process for international scholars, including Faculty members, Research associates, Postdoctoral research fellows, and Visiting research scholars. 
• Collect and prepare all necessary documentation.
• Ensure foreign national faculty/staff- specific guidelines are met.   
• Work with the International Scholar Dossier (ISD) software program to electronically initiate the J1, visa process for visiting scholars and student interns.   
• Handle time sensitive documents to ensure approval. 
• Initiate the H-1B visas as needed.  Work in collaboration with the International Office processing H-1B visa forms and letters.  
• Liaison between faculty, Office of International Scholars, and lawyers to coordinate visa requirements as needed. 
• Attend Policy and Procedure meetings pertaining to changes and updates. 
• Complete Visiting Researcher Agreement Packet and coordinate with both the visitor and HR to ensure this is submitted and the individual can be added to WorkDay. 

General Office/Front Desk Duties

• Serve as the first point of contact for all students, faculty, staff, and visitors to the department.
• Coordinate Meeting room reservations.
• Maintain the key distribution system.
• Handle and tracks Parking passes distribution.
• Ensure students, faculty, staff, and visitors have proper Building access.
• Serve as the primary liaison for Shipping/Mail; Scanning/Filing.
• Serve as the Phone Liaison for the department.
• Maintenance/Cleaning requests.
• Coordinate purchasing for the department with the Dean’s Office accounting and purchasing team.

Perform other duties as assigned

• Shared tasks may include textbook requests, copying exams, answering calls, greeting visitors, reserving space for events, and arranging for visitor schedules and talks.

Preferred Qualifications

• Bachelor’s degree and three years’ experience working in higher education
• Previous experience working with undergraduate students
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, as well as Google docs, forms and sheets
• Excellent interpersonal skills and the ability to work with internal/external constituents including undergraduate students, faculty, staff, and visitors
• Keen organizational skills to manage tasks in flight and ability to respond quickly to urgent situations when needed
• Highly proactive in approaching tasks and job responsibilities and ensuring responsiveness
• Ability to work both independently and collaboratively
• Strong technical skills in using online collaborative tools
• Strong attention to detail, ability to manage multiple tasks, conviction to follow through
• Excellent verbal, organizational, and written skills
• Self-motivated with a high degree of reliability, accuracy and productivity
• Ability to keep sensitive information confidential

Required Qualifications

High school diploma or equivalent high school certification and two years of administrative office experience.

Grade
G07-H

Salary Range
$18.36 - $28.47 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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