Graduate Interdisciplinary Online Academic Advisor

Summary

Position Title

Graduate Interdisciplinary Online Academic Advisor

Department

Enrollment Management

Status

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

Overview:

• 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.

Registration:

• 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.

Admissions:

• 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.

Readmits:

• 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.

Graduation

• 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.

Miscellaneous:

• 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 mroth3@ju.edu.