Academic Advisor

Campus Title: Academic Advisor
State Job Title: Staff Associate
Department: Academic Affairs
Job Code: HA5300
FLSA Status: Exempt
Funding: 7115-0100
Bargaining Unit: APA
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 8:30am to 4:30pm (occasional evenings and weekends required)
Regular Days Off: Saturday and Sunday
Supervision Received: Reports to the Director of Academic Advising and Transfer Transition.
Supervision Exercised: May supervise Trust Fund/Work Study students, Peer Advisors, Graduate Assistants, and Office Interns.
Salary: $57,000 to $62,000 Annually (salary commensurate with education and experience)

General Statement of Duties:

With the primary goal of student success, the Academic Advisor provides comprehensive, student-centered academic advising and holistic support to a diverse undergraduate population across all academic disciplines. Working within a dual advising model alongside faculty advisors, the Academic Advisor supports an assigned caseload of students in achieving their educational, career, and personal goals through proactive, data-informed, and individualized advising.

The Academic Advisor collaborates with administrators, faculty, program area chairs, and campus partners to deliver high-quality advising services, contribute to retention and completion strategies, and support transfer and part-time student populations. Responsibilities also include supervising student employees, planning and delivering advising programs and workshops, and maintaining current working knowledge of all University policies and procedures.

Student satisfaction through timely, responsive service is a paramount expectation of this position. In addition to regular working hours, the Academic Advisor is occasionally expected to be available to students after hours and on weekends via electronic mail, telephone, or other communication tools to expedite the resolution of student questions and concerns.

Duties and Responsibilities:

Essential duties include but are not limited to the following. Responsibilities are grouped by function.

Academic Advising and Student Support

• Provide comprehensive, holistic academic advising to an assigned caseload of undergraduate students, in collaboration with faculty advisors, to support informed decision-making, retention, and on-time graduation.
• Develop individualized academic plans for students and student groups, and offer guidance on University policies, academic programs, degree requirements, institutional resources, and career pathways.
• Assist students with registration, add/drop, withdrawals, changes of curriculum, and related academic processes, reviewing academic records to ensure appropriate course recommendations.
• Analyze and interpret student data, transcripts, academic histories, and placement results to inform advising recommendations and individualized academic planning.
• Provide walk-in advising support during peak advising and enrollment periods throughout the year.

Proactive Outreach, Retention, and Student Advocacy

• Monitor academic progress throughout the semester and use early alert platforms, including Starfish (WSU 360), to identify at-risk students and implement timely, targeted outreach and intervention strategies.
• Advocate for students by identifying barriers to academic success and making appropriate referrals to campus resources, including tutoring, counseling, financial aid, and disability services, and provide continued support until the student's situation is resolved.
• Contribute to data-informed retention, persistence, and completion strategies in partnership with advising leadership and campus stakeholders.

Programs, Events, and Institutional Collaboration

• Design, coordinate, and deliver advising materials, programs, workshops, and events that promote student engagement, success, and retention.
• Assist with New Student Orientation, Transfer Student Orientation, Admissions Open Houses, Accepted Students' Day, and other campus-wide enrollment and retention programs.
• Build and maintain collaborative relationships with faculty, Academic Deans, staff, and key campus stakeholders, and represent the advising office on University-wide committees and at institutional meetings.

Records, Compliance, and Technology

• Maintain accurate and timely electronic student records of all advising meetings, contacts, case notes, and follow-up activity in Starfish (WSU 360).
• Maintain confidentiality of student information in accordance with the Family Educational Rights and Privacy Act (FERPA) and all applicable University policies and procedures.
• Maintain proficiency in University technology systems, including Banner, Degree Works, Starfish (WSU 360), Argos/Managed Reporting, and Zoom.

Supervision and Professional Development

• Assist in recruiting, hiring, training, and supervising student employees and graduate assistants in the Office of Academic Advising and Transfer Transition.
• Stay current with University policies, admissions and enrollment procedures, degree completion requirements, and emerging best practices in academic advising.
• Attend and contribute to local, regional, and national professional development opportunities, including conferences, webinars, and workshops aligned with NACADA Core Competencies and current trends in the field.
• Perform other related duties as assigned.

The above statements are intended to describe the general nature and level of work expected of this position and are not to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Job Requirements:
Required Qualifications:

• Bachelor's degree from an accredited college or university.
• Minimum of two (2) years of professional experience in higher education (e.g., academic advising, admissions, financial aid, career services, student affairs, or programs serving first-generation college students).
• Strong interpersonal, communication, presentation, and advising skills, with the ability to work effectively with a diverse population of students, faculty, staff, and University personnel.
• Demonstrated sensitivity to individual and cultural differences and the ability to interact respectfully and equitably with students from a wide range of backgrounds.
• Ability to clearly explain institutional academic policies, financial aid procedures, degree completion requirements, and other expectations of college life to students and families.
• Working knowledge of FERPA regulations and the ability to handle sensitive and confidential student information appropriately.
• Strong organizational skills, initiative, and attention to detail, with the ability to work independently and collaboratively and manage multiple complex tasks and competing priorities under tight deadlines.
• Proficiency in data management and reporting systems, with the ability to interpret student outcome data to support advising and retention efforts.
• Experience creating and delivering presentations, workshops, or training sessions.
• Demonstrated commitment to student success and student-centered advising practices.
• Ability to work occasional evenings and weekends as required for student-facing programs and events.

Preferred Qualifications:

• Master's degree in Higher Education, Counseling, Social Work, Student Affairs, or a related field from an accredited institution (or current enrollment in such a program).
• Experience in student-facing roles such as academic advising, counseling, mentoring, or tutoring within a higher education setting.
• Experience advising specific student populations, including first-year students, transfer students, students on academic warning or probation, or students from historically underrepresented backgrounds.
• Knowledge of developmental, proactive, appreciative, or holistic advising theories and approaches, consistent with NACADA Core Competencies.
• Familiarity with University systems such as Banner, Degree Works, Navigate360, Starfish, or comparable advising and early alert platforms.
• Prior supervisory or peer leadership experience in a higher education environment.
• Active membership or involvement in NACADA or a regional academic advising association.
• Bilingual proficiency in English and Spanish or another language reflective of the student population served.

Additional Information:
Salary:

Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.

Employee Benefits:

Benefits are an important component of an employee's total compensation package.

• Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
• Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
• Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
• Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
• Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.

Disability Accommodations

Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.


To apply, visit http://westfield.interviewexchange.com/jobofferdetails.jsp?JOBID=200136





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