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Department

School of Public Affairs

Time Type

Full time

Job Type

Regular

FLSA Status

Exempt

Work Modality

Hybrid 01 (On Campus 3-4 Days/Week)

Union

Job Description:

Summary

The Associate Director, Undergraduate Advisor position fulfills a core function in undergraduate academic affairs, working directly with undergraduate students and faculty as a member of the Undergraduate Student Services team to ensure excellence in the undergraduate student academic experience. The incumbent provides professional advising of undergraduate students with regard to curriculum, co-curricular opportunities and program development and supports student development through the design and implementation of targeted programs and events. In conjunction with the Director of Undergraduate Advising, this position is responsible for ensuring that student requests are quickly routed to the appropriate person in the office. The Associate Director serves as the primary custodian of student records in the office, ensures that such records are maintained in accord with university policy and guidelines, and monitors HIPAA and FERPA compliance. The Associate Director also collects data on the student experience, conducts assessments of undergraduate advising, and optimizes back-end processes to ensure timely access to relevant student records.

This position reports directly to the Director of Undergraduate Advising. The incumbent serves, as required, as a liaison and advisor to the SPA faculty, Office of Undergraduate Admissions, Student Accounts and other offices and departments which interface with the students regarding undergraduate academic affairs including relevant academic regulations. Reporting directly to the position are the SPA Peer Advisor (student employees) and three Academic Counselor/Academic Advisors. Those three, together with the Associate Director, will work as a team to collect data on the student experience to identify cases that require advising intervention. Advising loads may be adjusted as needed. The Associate Director will assume the Director of Undergraduate Advising’s responsibilities when the Director is not available.

Essential Functions

Undergraduate Advising:

• This position is responsible for a moderate caseload of student advising as well as for managing, designing and implementing both on-line and real-time special programs and events for all undergraduate academic affairs matters with a focus on ensuring excellence in undergraduate academic affairs and high satisfaction in professional undergraduate student advising.
• Responsible for supporting students in their academic planning, maintaining records, and assisting students with requests for exceptions to policy when appropriate.
• Primary advisor for SPA students in the Key Executive Leadership Certificate.
• Point of contact for readmission applicants. Coordinates with Undergraduate Admissions, Office of the Registrar, and academic department to review student requirements and admission eligibility.
  
  

Student Record Management

• Serves as the primary custodian of student records in the office. Ensures that such records are maintained in accord with university policy and guidelines.
• Handles issues related to FERPA, including obtaining release forms and documenting which releases are on file. Serves as the primary point of contact with the Dean of Students’ office on issues involving confidential medical records that have an impact on student performance and success, following all applicable HIPAA guidelines. Ensures that all relevant members of the undergraduate advising team have access to student records in a timely manner.
  
  

Assessment And Office Process

• Develops appropriate metrics for the assessment of office goals.
• Gathers and analyzes data related to SPA Undergraduate Advising in support of curricular, co-curricular, and related academic initiatives.
• Provides the Director of Undergraduate Advising with data-based recommendations for improving the student experience with academic advising.
• Ensures that student requests are quickly routed to the appropriate part of the office.
• Provides leadership on technology issues that impact advising, including the advising web pages, and developing online resources.
• Coordinates with other offices on campus to address technology needs, e.g., OUR, OIT.
  
  

Student Development And Programming

• This position works closely with the Director of Undergraduate Advising in creating and overseeing advising programming that complements the learning outcomes of the undergraduate program.
• The incumbent will oversee student programming as assigned by the Director of Undergraduate Advising, such as, but not limited to, special school-wide events including Preview Days, Freshman Days, and New Student Orientation.
• The incumbent will also engage in data and analysis pertaining to student enrollment and will provide such data and analysis to relevant parts of SPA (e.g. the Undergraduate Program Director, the Retention Coordinator, and the Academic Affairs staff in the Dean’s Office).
  
  

Supervision Responsibilities

• Supervise the Peer Advisors and three Academic Counselors/Advisors. Assist with hiring decisions, onboard and train new staff, coach new team members, and support professional development.
• The three Academic Counselors/Advisors, together with the Associate Director, will work as a team to collect data on the student experience to identify cases that require advising intervention. Advising loads may be adjusted as needed.
• The Associate Director will assume the Director of Undergraduate Advising’s responsibilities when the Director is not available.
  
  

Supervisory Responsibility

• The Associate Director directly supervises three full-time Advisors and two student workers.
• The Associate Director is expected to exercise professional judgment in all aspects of the position and has broad decision-making authority subject to review by the Director and Associate Dean.
  
  

Position Type/Expected Hours Of Work

• Full-time.
• 35 Hours/week Hybrid 1 (3-4 days in office).
• Occasional evening and weekend work may be required.
  
  

Salary Range

• $78,000 - $87,000/yr.
  
  

Required Education And Experience

• Bachelor's degree or equivalent .
• 5-8 years of relevant experience.
• Strong student support focus, and applied knowledge of the higher education student experience required.
• Knowledge and understanding of student development theories and practical applications required.
• Knowledge of academic regulations and degree requirements required
• Prior supervisory experience required.
• Demonstrated ability to serve as part of a team and develop productive working relationships with multiple.
• Constituencies (students, faculty, staff, alumni, parents) including across levels of institutional positions is required.
• Must have strong interpersonal, collaborative, organizational and external representation skills. Initiative, drive, flexibility, capacity for detail.
• Ability to excel in a multicultural environment.
  
  

Preferred Education And Experience

• Master's degree .
• 8-10 years of relevant experience .
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.
  
  

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email [email protected].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.