Graduate Interdisciplinary Online Academic Advisor


Position Title

Graduate Interdisciplinary Online Academic Advisor


Enrollment Management


Full Time/Exempt

Position Summary

The Graduate Interdisciplinary Online Academic Advisor works within a team-based environment, working closely with advisors within the Graduate and Professional Studies (GPS) Department and is responsible for evaluating graduate applicants and advising interdisciplinary graduate students.

Essential Job Duties


  • Evaluates prospective graduate applications for admission into a variety of Master’s programs.
  • Assists in the admission process for GPS applicants
  • Advises graduate students throughout their coursework regarding courses and requirements.
  • Tracks graduate students to ensure successful completion of courses and requirements.
  • Participates on committees as necessary.
  • Works closely with the Program Directors regarding student needs and scheduling.
  • Serves as role model for faculty, staff, and students in the areas of customer service, collaboration, communication, excellence, and general professionalism.
  • Any other duties as may be assigned or required.


  • Check prerequisites when students register for courses.
  • Send student letters for dismissals, course failures, probation;
  • Advise students on course selection/load/decisions.
  • Check the rosters, research holds and grant approval for registrations.
  • Responsible for evaluating grade reports for failures.
  • Keep students aware of drop and withdrawal deadlines.


  • Evaluate all transcript and calculate cumulative GPA’s to determine admission decision.
  • Post all transfer courses from other schools’ transcripts/international evaluations in Datatel.
  • Send course descriptions to Dean and Director for approval as needed for transfer courses.
  • Evaluate supplemental transcripts.
  • Verify school/program accreditation
  • Review alternative credits for transfer.
  • Advise students asking to take classes at other institutions.
  • Assist students with petition process if they wish to have an admission decision re-evaluated.


  • Process petition for readmission if applicable.
  • Evaluate transcripts from newly attended schools.
  • Provide updated progression plan, degree audit, and important information regarding portfolio in capstone course to student.

Student Progression:

  • Review course descriptions from other schools to determine award of credit.
  • Evaluate supplemental transcripts.
  • Answer emails, phone calls, etc.
  • Prepare appeals for Committee.
  • Provide academic advising for prospective and current graduate students.
  • Assist students and professors with the incomplete process, track to make sure the grade is changed when work completed or deadline is missed.


  • Attend graduation ceremony and reception afterwards for online students.
  • Follow students from admission to graduation.
  • Maintain database for graduation.
  • Collect graduation applications from students that haven’t submitted form.
  • Evaluate students’ files to make sure all requirements are met.

Affiliation Agreement:

  • Tracking progress of affiliation agreements.
  • Maintain database for affiliation agreements.
  • Liaison between student and Clinical Coordinator.
  • Obtains necessary paperwork/forms from the student for Clinical Coordinator.


  • Participates in committees, vendor events, and other groups as deemed necessary by the Program Directors.
  • Responsible for maintaining current documentation of online policies and procedures.
  • Tracking data as needed for program (effects of general education policy changes, AGE degrees, etc.)
  • Train new advisors.
  • Special projects as needed by Directors.
  • Fluency in computer skills: Datatel, Excel, Word, Outlook.
  • Maintain confidentiality of student records.
  • Update shared drive.

Special Skills

  • Candidate must be a highly motivated self-starter who can be a team player and desires to share creative solutions and best practices.
  • Requirements include problem-solving, critical thinking skills, and the ability to balance multiple tasks simultaneously.
  • Excellent organizational, interpersonal, and communication skills are required.
  • Solid knowledge or experience in working in academia.
  • Attention to detail and mental concentration are necessary for accurately performing tasks;
  • Ability to tolerate frequent interruptions.

Work Conditions

  • Primarily indoors except when traveling between campus buildings or being off-campus.
  • Standard office hours 8:30am to 5:00pm; evening hours occasionally required.
  • Some off-campus traveling required.
  • Work is performed under minimum supervision and requires incumbent to exercise independence and discretion.

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.

Preferred Qualifications

  • Bachelor’s degree required; Master’s degree preferred or equivalent combination of education
    and experience.
  • Ideal candidate will have 3-5 years of successful work in a University and/or advising role.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Qualified and interested applicants should submit a letter of interest emphasizing experience and potential, a curriculum vitae/resume, Jacksonville University employment application, and three (3) letters of recommendation, via electronic email to Michele Roth at