Academic Advisor I, Mechanical Engineering

at University of Delaware in Newark, Delaware, United States

Job Description

Academic Advisor I, Mechanical Engineering

Apply now ( Job no: 499528

College / VP Area:College of Engineering

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time



Under the general direction of the Chair and the Business Administrator, the Academic Advisor I is responsible for the academic advisement of current full-time and part-time graduate students and transfer students majoring in mechanical engineering. The Academic Advisor I develops and manages program coordination and will work cooperatively with other members of the College of Engineering, department faculty and graduate committee. Maintains regular contact with other academic units at the University in order to facilitate the students’ degree completion and facilitate graduation education for working professionals.

The Academic Advisor I is also responsible for the degree audit process and the graduate funding process. The Academic Advisor I works collaboratively with the graduate admissions committee to complete the admissions process. The Academic Advisor I manages the department recruiting events for prospective graduate students, and coordinates faculty and student volunteers who assist with recruitment and department student programming. The Academic Advisor I coordinates new student orientation presentations and collaborates with department leadership to create student materials such as online content relative to the graduate programs.


Graduate Services:

+ Provide advisement services to Mechanical Engineering graduate students, guiding them to formulate educational goals and to make appropriate educational decisions to reach their goals. Monitor the progress of all Ph.D., Master’s, 4+1, and certificate program students through regular contact and collaboration with students and their faculty advisors.

+ In collaboration with faculty advisors, identify options for students to satisfy degree requirements; evaluate and make recommendations on a student’s program of study. Assist students with course registration.

+ Manage and update students’ applications, files, and records. Verify accuracy of course load, curriculum requirements and course pre-requisite requirements, faculty advisor, transition to sustaining status; qualifier exam preparation and completion, dissertation defense (Ph.D.), thesis defense (MSME, MSR) and graduation eligibility.

+ Check various data/forms for accuracy such as grade checks, overload petitions, curriculum changes; assist students in completing all requirements to earn a graduate degree.

+ Plan and manage all the administrative aspects of the full and part-time graduate programs including recruitment, stipend contracts and tuition funding, course registration, etc.

+ Plan and attend graduate events for recruitment, new student orientation, new graduate student welcome, etc. Plan and attend other department events and seminars as needed. Evening and weekends may be required.

+ Assist in recruitment of potential students by advising them of general academic requirements; describe graduate courses; disseminate information regarding registration procedures; explain University policies and procedures, prepare recruitment packets. Gather and/or calculate necessary information such as GPA’s or enrollment statistics; prepare various reports as requested.

+ Assist faculty with logistics and preparation for qualifying exams, work with faculty and graduate students to prepare dissertation proposal/defense materials including but not limited to signature pages, data on student and advisor of record, and submission of Graduate Office forms (Recommendation for Candidacy, Application for Advanced Degree, etc.).

+ Provide support to faculty and students for nominations and applications for several University, College and Department award opportunities. (i.e., Graduate College Fellowships, Laird Fellowship).

+ Conduct independent market research as needed to assist with the development of marketing policies, procedures, and plans related to the department’s graduate programs including recruitment, retention and curriculum enhancements, etc.

+ Attend graduate committee meetings as needed and record minutes.

+ Compile, verify, and analyze statistical reports; prepare administrative forms that may contain confidential information including verification of student stipends, tuition waivers and graduate student contracts; create departmental forms to track degree and/or certificate progress, 4+1 transfer courses, and course selection.

+ Provide support and referral services for academic and personal issues to students, working with offices including but not limited to the Graduate College, Office for International Students and Scholars, and the Center for Counseling and Student Development.

+ Manage logistics for students attending ELI/ITA, TA assignments, etc. Maintain department thesis/dissertation inventory.

+ Manage the submission of additions and edits to the UD Course Catalog to reflect all changes in graduate course descriptions. Submit proposals in the Curriculog system for any and all changes to the degree programs’ requirements.

+ Contribute to web content for department graduate programs; create and update content for the Mechanical Engineering Grad Programs web page

+ Assist the department graduate student organization, Mechanical Engineering Graduate Association (MEGA), develop on-campus and off-campus opportunities for recruiting events and Mechanical Engineering graduate student community engagement. Coordinate with MEGA to schedule and support group events.

Part-time Graduate Services:

+ Explain graduate policies to prospective part-time students.

+ Assist faculty in mentoring continuing part-time graduate students to facilitate enrollment in classes and, when appropriate, admission to, and ultimately completion of, graduate degree programs.

+ Work with the Office of Graduate and Professional Education to facilitate part-time graduate student processing and to improve overall processing procedures.

+ Coordinate the marketing of department-based part-time graduate engineering education.

+ Provide registration confirmation information for billing/collections of part-time graduate engineering students, working with the Office of Billing & Collections to insure appropriate billing and payment options for part-time students.

Chairperson Services:

+ Generate ad hoc reports from various sources on grad students, Post Docs, visitors, etc. Gather statistics for various requests including department surveys.

+ Scheduling appointments for the Chair and keep the Chair’s calendar as needed.

+ Edit documents, print letters and other correspondence, review all documents and submit for signature as needed.

+ Assist the Chair with presentation materials for conferences, meetings, Chair’s Advisory Council, etc. as needed.

Departmental Services:

+ Point of contact for new visiting scholars, Post Doc, or Supplemental Professionals.

+ Obtain necessary information from faculty, compose offer letter, and forward to College of Engineering HR for visa process and/or RTR. Guide new employees through new hire process working with College of Engineering HR. Complete department check-in procedure. Field inquiries and issues regarding payroll, benefits, housing, etc. Direct person to the appropriate resource if they can’t be helped in the department. Complete check-out process when employee leaves the University.

+ Perform other job-related duties as assigned.


+ Bachelor’s degree and two years of job-related experience or equivalent combination of education and experience. Degree in student personnel, education

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Job Posting: JC228369225

Posted On: Nov 11, 2022

Updated On: Feb 04, 2023

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