Graduate Affairs Academic Advisor - Penn Engineering

Job Description Summary

Reporting to the Director for Graduate Affairs, the Graduate Affairs Advisor (GAA) serves as an academic advisor for graduate on-campus master's and PhD Engineering students. The GAA engages students in decision-making processes on academic matters during weekly advising hours and counsels students about programs of study, basic registration, and academic policies. The GAA works to ensure students receive accurate, timely, and holistic advising services to support student success, retention, and program completion. Additionally, the GAA serves as a school-level point of contact for students in the on-campus Accelerated Master's 4+1 program. As a member of the Graduate Affairs team, the GAA participates in yearly academic events, including Commencement and New Student Orientation, and is responsible for coordinating meetings such as GAC & MAC.

Job Responsibilities

• GENERAL ADVISING
  Serve as an advisor for graduate students during weekly advising hours. Meet with and counsel students about programs of study, basic registration, and academic policies. Respond to student inquiries via email. Collaborate with graduate program administrators to aid in the resolution of academic issues and concerns.
• SPECIALIZED DEGREE PROGRAMS
  Serve as the school-level point of contact for the Accelerated Master's (AM 4+1) Program. Meet with and advise undergraduate students on the AM program and assist with communications to undergraduate students, staff, and faculty. Coordinate the External Accelerated Master's 4+1 programs (excluding MOUs). Conduct off-campus information sessions and advise potential AM 4+1 students before applying and once matriculated.
• MEETING COORDINATION
  Coordinate key monthly & semesterly meetings, including room reservations, calendar invites, agendas & minutes: Graduate Affairs Committee (GAC) - monthly, Master's Affairs Committee (GAC) - monthly, Graduate Administrator meetings - monthly, Student Advisory Board Meetings - semesterly
• INTERNATIONAL ADMINISTRATION
  Process CPT, OPT, and RCL requests in iPenn. Advise students with visa-related issues. Collaborate with ISSS colleagues on immigration and visa-related issues.
• EVENT SUPPORT
  Support Graduate New Student Orientation, Graduate Awards ceremony, and commencement ceremonies for both master's and PhD students.
• ACADEMIC PROBATION
  Oversee the probation process for master's students. Notify students on probation on a semester basis and track academic performance. Monitoring CAN outreach.
• Perform additional duties as assigned.

Qualifications

• Bachelor's degree and two to three years of experience in higher education working with graduate students or an equivalent combination of education and experience.
• A Master's degree in higher education administration, student affairs, or a related field is strongly preferred.
• Demonstrated experience with academic advising and knowledge of best advising practices.
• Knowledge of and experience working with international students is preferred.
• Experience using problem-solving skills to identify and document student academic needs patterns.
• Demonstrated understanding of the intersectional needs and concerns of diverse student populations in STEM.
• Proficient with Google Workspace, MS Office 365, and able to adapt to new tools and technologies.
• Demonstrated organizational and planning skills to set work priorities under the pressure of deadlines.
• Demonstrated record of personal and professional initiative, flexibility, and careful judgment.
• High attention to detail and confidentiality.
• Excellent oral and written communication skills.
• Ability to work independently and as a team member.
• Cover letter highly encouraged.