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The Assistant Director for Academic Data and Processes serves as an integral part of the academic programs of the School of Engineering at Vanderbilt University. This person will work with the Director of the Office of Academic Services (OAS) and the Senior Associate Dean for Undergraduate Education to provide diverse research-based analyses to inform strategic programming and academic initiatives, focused primarily on undergraduate education. This individual will oversee academic operations including monitoring student progress and credentials for over 1400 undergraduates, create academic schedule and corresponding classroom assignments each term, and assign and communicate with students regarding academic actions. This team member will maintain the accuracy of student academic and census data, from new student data to candidates for graduation. The work involves collaborating with campus partners within the School of Engineering across the university. The role also supports the collection and analysis of data for national surveys, prepares data reports on student progress to inform programming, and provides data reports for funding organizations and donors as needed. Additionally, the role serves as an ex-officio member/adviser to the VUSE Curriculum Committee and oversees editing of School of Engineering portions of the Undergraduate Catalog.

The School of Engineering is internationally recognized for the superior quality of its research and education programs in select fields of engineering. The school includes six major departments, two institutes, and the Division of Engineering Science and Management. Esteemed biomedical engineer Krishnendu "Krish" Roy joined Vanderbilt in the fall of 2023 as the Bruce and Bridgitt Evans Dean of Engineering and University Distinguished Professor. "My goal is to ensure that the Vanderbilt School of Engineering is a diverse, inclusive and equitable place that has a profound impact on the advancement of society and the human condition, locally and globally, and that it trains the most impactful engineering leaders of the future." Dean Roy is leading VUSE into the future focused around a growing research portfolio and expanded educational programs.

Duties and Responsibilities

Data Analytics and Reporting (25%)

• Conduct diverse array of research-based inquiries to inform creation of strategic programming and academic initiatives

• Collaborate with Enrollment Management and Data and Strategic Analysis to maintain accuracy of student academic and census data

• Liaise with campus partners in undergraduate education, especially the Office of the University Registrar and Data and Strategic Analysis

• Create and deliver ad hoc reports upon faculty/staff request

• Support the collection and analysis of data for national surveys including American Society For Engineering Education and US News and World Report national surveys

• Conduct initial data gathering for Departmental Instructional Reports each academic semester

• Prepare data reports on student progress organized along various dimensions and demographics to inform OAS and Office of Student Success programming

• Prepare data reports for funding organizations and donors as needed

• Generate data for management of student listservs

Student Retention and Support (10%)

• Support mid-semester deficiency, grade change, major change, transfer, credit by-exam, leave of absence and semester-withdrawal processes

• Support listing and enrollment processes for research courses and internship courses

• Conduct repeat credit check beginning and end of all terms and communicate with students with issues

• Conduct Pass/Fail check beginning and end of all terms and communicate with students with issues

• Quick Enroll students into new academic careers as needed, assist with registration issues

Staff Development and Support (10%)

• Oversee staff levels of access of student records and reporting, approving additions and deletions of access using FERPA guidelines

• Develop and hold trainings on student record and reporting platforms for staff within the School of Engineering

• Create training/teaching materials on best practices in student support for staff who interact with students

• Work with VUSE personnel (DUS, DGS, GPC, other departmental staff) to ensure proper access levels for role

Academic Processes and Infrastructure (35%)

• Create academic schedule and academic classroom schedule each semester; anticipate School of Engineering academic needs and report to departmental officials

• Assist with prioritization and development of university’s use of electronic workflow to convert processes

• Lead the updating / entry of degree audit criteria in the academic records system

• Oversee room reservation process within the School of Engineering, collaborating with Student Centers, mediating use of space conflicts, and approving/denying space fee-waiver requests.

• Produce and curate student lists for school-wide email listserv and messaging groups

• Manage & update OAS webpage

• Serve as ex-officio member/adviser to the VUSE Curriculum Committee, advising on potential curricular motions and policies

• Oversee editing of School of Engineering portions of the Undergraduate Catalog and communicate changes to University Registrar’s Office

Credentials analyst and Degree Certification (20%)

• Under the direction of the OAS director, leads credentials evaluation for the School of Engineering, monitoring student progress, performing graduation checkout, and recommending list of graduates to faculty

• Under the direction of the OAS director, assign end-of-semester academic actions (probation, good standing) and correspond with action recipients

• Create review list of student candidates for dismissal and required leave of absence and perform initial screening

• Work with University Registrar’s Office to approve commencement program and post degrees after faculty approval of candidates

• Coordinate Master of Engineering degree candidates with Graduate School for participation in GS commencement ceremony

• Certify candidates for Veterans Affairs benefits

• Oversee ad hoc requests for student certification (transfer reports, transient student requests)

Other duties as assigned

Supervisory Relationships: This position indirectly supervises and manages the work of the Academic and Educational Support Program coordinator in the Office of Academic Services; this position reports administratively and functionally to the Director of the Office of Academic Services.

Qualifications

• Bachelor’s Degree is required

• Master’s Degree is preferred

• Advanced Excel skills required

• Compliance with FERPA is required

• Degree in data science, quantitative methods, or related field OR three to five years’ experience in data collection, analysis, and reporting is preferred

• Three to five years’ work experience in education; higher education experience preferred. Alternatively, work with HIPAA-governed healthcare data, analysis, and reporting will be considered.

• Basic familiarity with Oracle Business Intelligence, People Soft, academic records is preferred

• Strong administrative support skills

• Proficient in Microsoft Office

• Excellent interpersonal, communication, and presentation skills

• Ability to work independently while functioning as part of the team

• Good work ethic

• Good problem-solving skills, showing initiative and diplomacy

• Ability to accept instruction and feedback

• Ability to adapt to changes

• Exemplary organizational skills

• Ability to multi-task, work under pressure, and respond to deadlines without sacrificing quality

Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.