Academic Program Administrator

We are seeking an Academic Program Administrator who will be responsible for oversight and management of the academic program of approximately 350 Undergraduate and 100 MSE graduate students in the Chemical & Biomolecular Engineering (ChemBE) department. Will coordinate and manage activities related to academic affairs - including recruitment, admissions, advising, scheduling, financial services, data management, faculty onboarding, student services, and event planning. This position shares information and resolve issues with the WSE Graduate Affairs and Admissions Offices, Registrar’s Office, Homewood Graduate Board, Office of International Scholar Services, Payroll Department, Financial Aid office, department faculty, other Homewood and East Baltimore academic departments and faculty, and current and prospective students. This role makes recommendations to the department chair, administrator, and faculty committees regarding academic policies and procedures, student morale issues, etc.

Specific Duties & Responsibilities

Graduate Recruitment & Admissions

• Partner with Marketing and Communication efforts in recruiting prospective students.
• Support department presence at recruitment events on and off campus, as needed.
• Collaborate with Marketing and Communications regarding program-specific content for marketing materials and the department’s webpages.
• Maintain MSE Canvas site to facilitate advisor matching and distribute programmatic information to registered students.
• Develop and manage department communications with applicants/prospective students and work with WSE Admissions to ensure timely and accurate processing of admissions information to applicants.
• Facilitate campus visits for prospective students.
• Design and create visitor information packets, reserve space for group events, coordinate catering as needed.
• Manage the graduate application process for the ChemBE MSE and BSMSE programs.
• Maintain graduate application data and materials and package for ChemBE faculty to review, enter admissions information including financial aid and fellowship packages in the admissions system.
• Pre-vet graduate applications for baseline requirements and make recommendations to the faculty for all admissions review.
• Oversee the facilitation of document processing for enrolling new students, including international students.
• Generate statistical reports related to application and admission data.
• Work closely with faculty, the WSE Office of Graduate Academic Affairs and the WSE Development Office on WSE student fellowship awards – identifying available funds and matching with student applicants.
• Create & manage communications and responses from admitted students.

Student Services

• Organize and administer new student orientation sessions, virtual and in-person open houses, and welcome webinars, including communications, invitations to on and off campus speakers and guests, refreshments, and room reservations through 25Live.
• Participate in selecting and ordering materials to support recruitment and other events, such as “swag”/gifts, award certificates, honors cords.
• Process of change of major requests to include communications with student, faculty and staff to ensure timely form completion, assignment of faculty mentors, and adding students to email lists appropriate to their degree program and academic year.
• Advise and assist students with academic, financial and administrative concerns. Maintain confidential student records, including admissions information, study plans, LOA, co-op/internship opportunities and non-resident status.
• Support student registration.
• Advise undergraduate, MSE and combined BSMSE students on academic requirements, assign academic advisors and faculty mentors.
• Provide a safe environment for students to talk about concerns and plans.
• Evaluate and refer students as appropriate to Counseling Center, Graduate Affairs (Student Support and Outreach), Graduate Academic Affairs, OIS, etc.
• Follow up on individual students as necessary.
• Create and manage electronic database for student-related data.
• Coordinate with graduate program director and other faculty to develop, write and distribute annual student evaluations.
• Work closely with WSE Academic Advising to ensure that undergraduate program requirements are clearly communicated, especially for students in the concurrent BSMSE program; help identify and support students with academic concerns, such as academic probation.
• Support the Director of MSE Studies with identifying students on academic probation and coordinate follow-up to ensure academic progress.
• Verify and report completion of MSE student re