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Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher). Two (2) years of progressively responsible administrative experience (student work experience may be considered). Highly proficient professional experience in: word processing, spreadsheet management, electronic messaging and internet applications.

Preferred Qualifications:
Master’s Degree (foreign equivalent or higher) in higher education, student affairs, social work, counseling or related field. Experience working with students in an academic setting. Student academic advising experience with undergraduates. Experience working with an engineering student population or knowledge of engineering disciplines. Experience coordinating a Graduate and/or Undergraduate Program. Experience conducting training or delivering presentations. Experience coordinating programs and/or events.

Brief Description of Duties:
The Undergraduate Student Office (USO) in the College of Engineering and Applied Sciences (CEAS) supports approximately 4,100 undergraduate students in professional, degree granting programs. Staff in the USO are trained in the nuances and specialized knowledge needed to advise students in these programs. Reporting to a member of the USO management team, the incumbent is responsible for: providing continuous comprehensive academic advising to undergraduate CEAS students with a focus on one of the Departments within the CEAS from matriculation to graduation. The incumbent will be a key member of a professional team that will coordinate the efforts of faculty, staff and student constituents.

The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

Program Coordination:

• Responsible for coordinating all aspects of undergraduate programs within the assigned CEAS Department’s academic administrative matters, administering program policies/procedures, registration, and advising; As the primary liaison between students, the incumbent serves as the point person and information source for all University and departmental policies and procedures relevant to the program.
• Responsible for evaluation of applications for declaration of all majors, minors and specializations within the assigned CEAS Department.
• Oversee department registration procedures. Process student’s request to register for course forms, override permissions.
• Closely monitor enrollment, provide resolution to course conflicts, monitor add/drop and section changes, remove advising holds, resolve problems with missing or incorrect grades.
• Create and update student degree checklists, monitor student degree progress and process graduation clearances. As needed, partner with International Academic Programs & Services regarding visa and immigration forms.
• Implement course substitutions in DegreeWorks as approved by the Undergraduate Review Committees.
• Process transfer course/credit evaluations; review and forward to the appropriate professor with applicable supporting documentation.
• Create and maintain reports to evaluate various aspects of the undergraduate program, including enrollment numbers, admission to major/minors, course enrollments. Generate statistical reports to support departmental decision making. Act in an advisory capacity regarding course enrollment needs.

Advising:

• Provide high quality, proactive and timely advising to students in the College of Engineering and Applied Sciences (CEAS) with a focus on undergraduate programs within the assigned CEAS Department. Interpret policies and procedures and advise students on: academic deadlines, petitioning for academic exceptions, academic standing, major entry requirements, degree requirements and other academic matters.
• Develop strategies for student success either individually or in a group setting.
• Participate in transfer and freshman new student orientations.
• Provide course recommendations for and conduct advising at orientation.
• Adhere to local policies and procedures, but also to the specialized and complex New York State laws that govern professional licensing programs.

Program Support:

• Coordinate Undergrad Program Committee meetings for the assigned CEAS Department, prepare the agenda and keep meeting minutes.
• Work closely with the Undergraduate Program Director on undergraduate student matters.
• Serve as a non-voting member of the Undergraduate Curriculum Committees. Report any curriculum related or academic related concerns in these meetings and provide suggestions for improvement.
• Participate in various University programs and services as well as those offered by the CEAS Undergraduate Student Office (i.e., Engineering Ball, Convocation, etc.) and the Academic and Transfer Advising Services Office including campus events and special events, Admissions open houses/receptions and Admitted Students events.
• Participate in initiating, planning, and developing events and activities in the assigned CEAS Department and the College of Engineering and Applied Sciences which build community and support academic success, especially activities which assist students in their exploration of academic interests. Participate in Academic Judiciary hearings as needed.
• Assist in the coordination of the ABET accreditation process if needed.
• Other duties or projects as assigned as appropriate to rank and department mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

For this position, we are unable to sponsor candidates for work visas

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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