Campus Title: Academic Advisor
State Job Title: Staff Associate
Department: Academic Affairs
Job Code: HA5300
FLSA Status: Exempt
Funding: [contact details available in the full listing] (Grant Funded)*
Bargaining Unit: APA
Job Type: Full-Time Temporary / On-campus
position
Timeframe: 52 Weeks
Shift: Monday-Friday, 8:30 am to 4:30 pm (some
nights 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: $61,000 to $65,000 Annually (salary
commensurate with education and experience)
*Two positions will be hired off this one
posting*
*This is a grant-funded position. Continued employment beyond the
grant period is contingent upon the availability of funding and
institutional need. Upon the grant's conclusion, the position will
be evaluated for potential adoption and funding by Westfield State
University.
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 collaboratively within a dual
advising model alongside faculty advisors, academic departments,
and the Career Center, the Academic Advisor assists students in
navigating complex educational and career decisions while promoting
retention, persistence, equity, and timely degree completion.
The Academic Advisor collaborates with administrators, faculty,
program area chairs, campus partners, and student support offices
to deliver proactive, data-informed advising services and
contribute to institutional retention strategies. Responsibilities
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, and equitable
service is a paramount expectation of this position. In addition to
regular working hours, the Health Professions Advisor may
occasionally be expected to support evening and weekend programs,
student events, outreach initiatives, and time-sensitive student
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.
Analyze and interpret student data, transcripts, academic
histories, and placement results to develop individualized academic
plans, 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,
including walk-in advising support during peak enrollment periods
throughout the year.
Outreach, Retention, and Institutional
Collaboration
- Advocate for students by identifying barriers to success and
connecting students to appropriate campus and community resources
including tutoring, counseling, accessibility services, financial
aid, and wellness support services.
- 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.
- Contribute to institutional retention and persistence
initiatives through data-informed advising strategies and
collaborative planning.
- Design, coordinate, and deliver advising materials, programs,
workshops, and events that promote student engagement, success, and
retention.
- Participate and assist with admissions events, New Student
Orientation, 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 records of advising
meetings, outreach, case notes, referrals, and student progress
within university systems.
- 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, Zoom,
and related advising and reporting platforms.
Supervision and Professional Development
- Assist with recruiting, hiring, training, and supervising peer
advisors, student employees, graduate assistants, and interns.
- Remain current with trends and best practices in academic
advising and student success.
- Participate in professional development opportunities that
include workshops, conferences, webinars, and professional
associations aligned with advising and NACADA core
competencies.
- Perform other related duties as assigned.
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.
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.
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=203943
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