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Academic Advisor - External Offices

LOCATION: Wayland Baptist University (WBU) – Hawaii Campus 

SUPERVISED BY: Senior Academic Advisor 

POSITION CLASSIFICATION: Non-Exempt 

POSITIONS SUPERVISED: None                                                                                                          .  

GENERAL RESPONSIBILITIES:  The Academic Advisor provides personal assistance to students regarding degree plan and program requirements; obtains information from all relevant sources; analyzes information provided by students to evaluate and help students choose the best solution; translates or explains information on degree plan requirements and school policies; and communicates with people outside the organization, representing the organization to customers, the public, government, and other external sources. The Academic Advisor communicates in person, in writing, and by telephone or e-mail; provides guidance and expert advice on degree plans and policies and procedures to management or other groups on technical, systems, or process-related topics; periodically informs Senior Academic Advisor of office activities; and assists with graduation processes.  Typing, filing, and other clerical skills are required.  The Academic Advisor located on-site will work with the Education College Center and anchor schools to provide smooth coordination of academic affairs for students and faculty.

SPECIFIC PROCESSES AND TASKS: 

  1. Provides personal assistance to military and civilian students regarding degree programs
    • Prospective Student Meeting
      • Present degree programs
      • Inquire about transferable credits
      • Quick preliminary degree plan evaluation
      • Review term schedule (including class location/times, tuition rates/fees)
      • Additional WBU services (tutoring, bookstore, computer lab, test center, etc.)
      • Review admissions process (application, immunization, rdp, EPD)
      • Present federal funding options (VA, TA, FA, Scholarships)
  1. Builds degree plans from student’s former and acceptable college transcripts
    • Check Transcripts (accreditation, semester/quarter hours)
    • Build Degree Plan (check TES, add credits, notate on transcripts)
    • Degree Plan Corrections & Official Degree Plan
    • Send degree plan to student
  1. Advises students on educational issues, program selection and career planning
    • Assist with TA issues (requesting correct class, updated degree plan, provide parent letter)
    • Review academic requirements (WBU and federally funded standards)
    • Graduation procedures (pre-audits, application for graduation, monitor student progress)
    • Academic suspension/probation letter
  1. Enrolls students in classes and reviews student self-registration reports
    • Registration face-to-face (Power Campus)
      • Choose classes based on degree plan requirements
      • Determine payment method and acquire relevant documents (VA, TA, FA, Self-Pay)
      • Enroll student in classes
      • Review credit agreement and schedule; secure signatures from student
    • Registration face-to-face (Student Services)
      • Choose classes based on degree plan requirements
      • Determine payment method and acquire relevant documents (VA, TA, FA, Self-Pay)
    • Walk student through self-service payments
    • Registration report
      • Print student schedules from Self-Registration Report (verify pre-requisites met, correct classes enrolled)
      • Follow up with payment instructions, if needed
    • Update official degree plan with term grades
  1. Administrative: email, electronic imaging/ filing, phone assistance, follow-up with on-line students
    • Scan and Link documents to appropriate queues
    • Route scanned documents, per ImageNow Workflow
    • Contact students via phone
      • Financial issues
      • Application issues
      • Registration issues
      • Base Pass issues
    • Contact students via e-mail
      • Mass Notifications (registration reminders, policy changes)
      • New student “Welcome” e-mail
      • Send Permit to Enter letters
      • Misc. topics
  1. Interprets available services to community groups, faculty and staff members
    • Education Fairs
      • Prepare Ed Fair Box
      • Drive to Ed Fair Location
      • Set Up Table
      • Work the Event
      • Event Conclusions and Return
      • Restock Ed Fair Box
      • Follow-Up with Event contacts
    • Provide service for faculty members
      • Classroom equipment (projector, laptop, whiteboard markers/erasers)
      • Communicate facilities issues to appropriate POC (light bulb out, WiFi)
  1. Works with military educational service officers on delivery of classes and promotion
    • Review course offerings with Education Office each term
    • Provide reporting to Education Office
    • Communicate office schedule (trainings/meetings at Mililani, lunch breaks, etc.)
  1. Interfaces with faculty at classroom site locations
    • Coordinate faculty base access, when required
      • Ask instructors who needs base access
    • Greet classes the first week of each term (provide class roster, review facility policies)
    • Communicate classroom etiquette/issues to instructor
    • Print requested documents for faculty members
  1. Operates a site location with minimal supervision
    • Create and post signage for classes
    • Coordinate student base access, when required (each term)
    • Perform janitorial functions as necessary
    • Update bulletin boards/signage
    • Coordinate, organize, and host Education Center Education Fairs as delegated by the ESO.

 The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Senior Academic Advisor.

DESIRED QUALIFICATIONS:

Education:

  1. Associate’s degree required
  2. Bachelor’s degree preferred

 Experience and Knowledge:

  1. Christian Faith
  2. Understands principles, methods and procedures in career counseling and guidance
  3. Exhibits knowledge of the structure and content of English language including meaning and spelling of words, rules of composition and grammar
  4. Demonstrates self-confidence and skills in marketing and sales of WBU programs
  5. Is computer competent and willing to learn proprietary programs
  6. Is able to listen and give full attention to interested students to match their needs to our services
  7. Can handle the time sensitive pressures related to class enrollments, deadlines and terms
  8. Is able to problem solve and sees a problem before it becomes an issue
  9. Actively looks for ways to help people; has demonstrated experience and people skills
  10. Communicates well, seeks help when needed and is a team player
  11. Has understanding or experience with American Military
  12. Works well with adults
  13. Is attentive to details 

Skills and Abilities:

  1. Talking to others to convey information effectively
  2. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
  3. Actively looking for ways to help people
  4. Being aware of others' reactions and understanding why they react as they do
  5. Critical Thinking using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  6. Understanding written sentences and paragraphs in work related documents
  7. Judgment and decision making by considering the relative costs and benefits of potential actions to choose the most appropriate one
  8. Communicating effectively in writing as appropriate for the needs of the audience
  9. The ability to communicate information and ideas in speaking so others will understand
  10. The ability to listen to and understand information and ideas presented through spoken words and sentences
  11. The ability to communicate information and ideas in writing so others will understand
  12. The ability to read and understand information and ideas presented in writing
  13. The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem
  14. The ability to speak clearly so others can understand you
  15. The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity)

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel.  Must be able to operate a licensed motor vehicle and possess a valid state driver’s license or have access to reliable transportation.  Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.