Academic Advisor of Programs
Position Summary
The Academic Advisor of Programs manages the administrative operations that support college students, faculty, and academic programs from enrollment through graduation. This position coordinates student registration and records, monitors degree progress and academic requirements, supports course scheduling and faculty administration, and ensures timely communication among students, faculty, University offices, and external program partners.
Working collaboratively with faculty program directors and University partners, the Department Coordinator resolves operational issues, maintains accurate program information, coordinates financial and personnel processes, and supports student engagement, retention, and continuous program improvement. The role requires strong organizational skills, sound judgment, initiative, and the ability to manage multiple administrative processes through completion while referring academic decisions to the appropriate faculty members and University officials.
Essential Functions and Responsibilities
- Enrollment, Student Records, and Degree Progress
- Coordinate course registration, enrollment permissions, add/drop requests, student status changes, and exceptions to standard registration processes.
- Identify required forms, documentation, and approvals; follow up with students and University offices to ensure timely processing and resolution of issues.
- Maintain accurate and current student records, including enrollment status, leave of absence, and discontinuation information.
- Review degree progress, transfer credit requests, academic standing, and program requirements; identify discrepancies and coordinate follow-up with the appropriate faculty and University offices.
- Monitor registration holds, incomplete requirements, and other administrative barriers to student progress.
- Student Communication and Support
- Serve as a primary point of contact for students regarding administrative processes, registration, deadlines, program requirements, and University resources.
- Coordinate start-of-term and end-of-term communications with students and program partners.
- Assist students in navigating registration holds, enrollment issues, and established University procedures.
- Maintain current student rosters and records related to enrollment status, leave, and discontinuation.
- Track student feedback, satisfaction, and retention indicators; share relevant information with program leadership to support student success and program improvement.
- Provide administrative guidance and process information while referring academic advising decisions and policy exceptions to the appropriate faculty or University officials.
- Course and Faculty Administration
- Coordinate course scheduling, schedule changes, and related entries in University systems.
- Support faculty credentialing, contracting, onboarding, and account-access requests.
- Collect and maintain required faculty documentation, teaching assignments, and course development records.
- Monitor the submission of final grades and incomplete-grade agreements; follow up with faculty and relevant offices on missing grades or documentation.
- Financial and Personnel Administration
- Process and track student scholarships, awards, and related documentation and approvals.
- Coordinate faculty teaching and course development payments, contracts, and supporting documentation.
- Prepare information for partner invoice review and payment processing in coordination with program leadership and University financial offices.
- Process invoices and related approvals as assigned, monitor expenditures against established budgets, and identify discrepancies or items requiring follow-up.
- Coordinate student worker hiring, onboarding, payroll documentation, and biweekly time approvals.
- Maintain accurate financial and personnel records and ensure administrative processes are completed in accordance with established University procedures.
- University and External Partner Coordination
- Serve as an operational liaison among faculty program directors, students, the Registrar’s Office, Conference Services, other University offices, and external program partners.
- Track requests and administrative processes through completion, ensuring timely follow-up and clear communication among stakeholders.
- Coordinate the exchange of accurate information related to enrollment, student records, course administration, financial transactions, and established University procedures.
- Help identify and resolve operational issues, escalating complex matters or decisions requiring policy interpretation to the appropriate University officials.
- Program Records, Reporting, and Continuous Improvement
- Run, review, and maintain recurring queries and reports related to enrollment, grades, academic standing, degree progress, and other program requirements.
- Maintain organized, accurate, and accessible program records in accordance with University practices.
- Identify discrepancies, missing information, and emerging administrative issues requiring follow-up.
- Prepare and provide information to program leadership to support reporting, planning, and decision-making.
- Recommend improvements to administrative workflows, communication practices, and operational procedures to strengthen efficiency, accuracy, and service quality.
- Advise leadership on administrative best practices and provide input on the implementation of established academic policies and procedures.
- Program Communications and Student Engagement
- Maintain current faculty, course, and program information on designated webpages and other approved communication platforms.
- Support the maintenance of alumni contact records and coordinate alumni outreach as requested.
- Provide administrative support for program communications, student events, and student experiences.
- Coordinate logistics and administrative details for orientations, immersions, graduation activities, and other program events in collaboration with faculty and program leadership.
Required Qualifications
- Five or more years of relevant professional experience in student support, academic administration, higher education operations, or a related field.
- Demonstrated experience providing student support and advising on administrative processes.
- Experience working with faculty and supporting academic program goals.
- Strong oral and written communication skills, with exceptional attention to detail.
- Demonstrated organizational, project coordination, and problem-solving skills, including the ability to manage multiple priorities and meet deadlines.
- Required proficiency in Microsoft Office applications.
- Required experience working with an online learning management system (LMS), preferably Canvas.
- Required experience with PeopleSoft, including the ability to navigate the system and manage student or academic administrative processes.
- Bachelor’s degree.
Software and Technology Skills
Required
- Microsoft Office Suite proficiency, including Word, Excel, Outlook, and related collaboration tools.
- Experience using an online learning management system (LMS), preferably Canvas.
- Previous PeopleSoft experience and proficiency in navigating and managing relevant student or academic administrative functions.
Preferred
- Experience with Slate for enrollment or student lifecycle management.
- Experience running queries, reviewing reports, maintaining student records, and coordinating information across multiple systems.
Location: North Dallas, near Mockingbird and Hwy 75
Hours: 8:30 – 5pm, Fully On-site
Pay: $20hr
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