Assistant Academic Advisor

Full-time, on-site position within the Department of Undergraduate Advising, supporting students throughout their academic journey.

About the Role

Under the general supervision of the Director of Undergraduate Advising and with daily lead direction from the designated Advising Coordinator, the Assistant Academic Advisor provides basic professional academic advising services to current, newly admitted, and readmitted students from entry through degree completion. The role involves applying established university, college, and program procedures to individual student situations to promote academic progress and timely degree completion.

Responsibilities

• Provides basic academic advising to students using established advising procedures, guidelines, and program requirements.
• Reviews student records and other pertinent information to identify applicable degree requirements, course options, and established pathways toward completion.
• Assists students in developing and updating academic plans based on declared programs, completed coursework, established degree requirements, and realistic academic goals.
• Provides standard information regarding general education, major, minor, graduation, registration requirements, course selection, academic deadlines, and available educational and career resources.
• Reviews petitions and program-of-study requests for completeness and makes recommendations consistent with established policies and precedents.
• Monitors assigned student records and outreach lists to identify students requiring follow-up and completes established outreach or referral activities.
• Identifies student needs and refers students to appropriate campus resources, including faculty mentoring, tutoring, career services, the Student Health Center, Counseling Center, and Financial Aid.
• Provides information and guidance to students experiencing routine academic difficulties and refers complex situations to senior Advisors, Advising Coordinator, Director, or appropriate campus office.
• Maintains current working knowledge of university resources, curriculum, degree requirements, academic policies, and established advising procedures for majors within the assigned college.
• Communicates clear and consistent information through appointments, email, phone calls, and text messaging in accordance with established advising practices.
• Explains university, college, and program-level academic policies and procedures and responds to routine questions concerning their application.
• Documents advising contacts and student progress in electronic records, including RunnerConnect, ServiceNow, and OnBase, according to established documentation requirements.
• Provides students with timely reminders regarding registration, academic deadlines, required actions, and available resources.
• Responds to student inquiries by locating, selecting, and organizing relevant information and referring non-routine matters to the appropriate resource.
• Communicates with university staff, faculty, and external contacts to exchange factual information needed to support student needs and academic progress.
• Assists with advising initiatives and activities that support student success, retention, and completion within the assigned college.
• Provides logistical and informational support for orientations, workshops, outreach activities, and advising-related events using established materials and formats.
• Participates in training and professional development to maintain knowledge of advising procedures, student success practices, and campus systems.
• Participates on committees or workgroups as assigned and provides information or assistance related to established advising processes.

Requirements

• Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job-related field.
• One year of professional Student Services work at the entry trainee level. Equivalent amounts of graduate-level job-related education may be substituted for the required experience.
• Additional specialized experience during which the applicant has acquired and successfully applied the required knowledge and abilities may be substituted for the required education on a year-for-year basis.

Skills & Qualifications

• Regular and reliable attendance.
• Working knowledge of the methods and problems of organization and program management.
• Working knowledge of research and interviewing techniques and of the principles of individual and group behavior.
• Ability to rapidly acquire knowledge of the organization, procedures, and activities of the specific campus and the basic principles, practices, and major trends in the Student Services field.
• Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation.
• Ability to interpret and apply program rules and regulations, gather and analyze data, reason logically, draw valid conclusions, and make appropriate recommendations.
• Ability to present clear and concise information orally and in written reports.
• Ability to establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, and other private and public agencies.
• Demonstrated customer service experience requiring a high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high-level and sensitive interpersonal situations with diverse personalities and respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate, and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set priorities and coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with word-processing, spreadsheets, databases, online systems, Internet, online calendaring, and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Willingness to travel and attend off-site training programs for occasional professional development.
• Ability to work overtime, occasional holidays, and adjust working hours to meet special needs. May be called back periodically to perform work on an emergency basis.

Preferred Qualifications

• A master's degree in a job-related field.
• Two years of experience providing academic advising, student support, or related services in a higher education setting.
• Prior knowledge and use of PeopleSoft or another student records database system.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Physical Demands

Sedentary work – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

Pay

Starting salary upon appointment is not expected to exceed $4,482 per month. The CSU classification salary range is $4,482 - $6,342 per month, paid on a monthly basis.

Benefits

• Best-in-class medical plans and choice of dental plans.
• Vision coverage.
• Retirement participation in CalPERS.
• CSU tuition waiver.
• Up to 24 vacation days per year.
• Sick leave with unlimited accrual.
• 15 paid holidays per year.